Fill - Free fillable Club Handbook AHC Club Handbook (Allan Hancock College) PDF form

Allan Hancock College

Club Handbook

Student Activities Oce

Santa Maria Student Center, G-105

805.922.6966 ext. 3229

www.hancockcollege.edu/asbg

Allan Hancock College Associated Student Body Government

Mission Statement

The Associated Student Body Government of Allan Hancock College will strive to:

• Represent the needs, interests and perspectives of AHC students at every level of decision

making within the college, to regional and state organizations and nationally as necessary

and appropriate to promote and encourage student success;

• Provide students with opportunities to engage in learning and leadership as well as

governing processes and parliamentary procedure;

• Support a vibrant student life on campus consisting of extracurricular activities and events

that encourage cultural diversity, unity and college pride in order to enhance the general

welfare and academic success of AHC students.

Congratulations on getting involved in student life at Allan Hancock College! The Student

Activities oce supports and coordinates the activities of all campus clubs. This handbook

has been prepared for the guidance of club ocers and advisors. It contains information on

starting a club, planning activities, nancing activities, and provides an overview of rules

and regulations.

We encourage you to read through this handbook and use it as a reference guide. The Student

Activities sta is also available to answer any questions or assist you in planning events.

We are located on the Santa Maria Campus in the Student Center G 105. You may also contact

the Coordinator, Student Activities, Stephanie Robb, via email at srobb@hancockcollege.edu

or at (805) 922-6966 ext. 3229.

Clubs and organizations are an integral and important part of our Student Activities program.

We wish you luck in your club endeavors and look forward to working with you!

HANDBOOK FOR STUDENT OFFICERS AND CLUB ADVISORS

TABLE OF CONTENTS

Introduction 1

Table of Contents 2-4

Chapter One - Starting a Club 5-6

A. Formation

B. Secret clubs/restrictive membership forbidden

C. Off campus clubs with college name not approved

D. Checklist for starting a club

Chapter Two - Club Charters 7

A. General policies

B. Revocation of charters

Chapter Three - Role of an Advisor 8-10

A. Who are advisors?

B. Selection of advisors

C. Responsibilities of advisors

D. General guidelines for advisors

Chapter Four - Ingredients of an Effective Meeting 11-12

A. Advance notice-agenda

B. Duties of the Chairperson

C. Minutes

D. Assignments of tasks

E. Expected behavior of participants

F. Code of the Chairperson

Chapter Five - How to Conduct a Meeting 13-14

A. Advisability of using parliamentary procedure

B. Usual order of business

C. Chairperson’s memorandum

D. Course of a motion

E. Typical procedure

F. Parliamentary procedure references

TABLE OF CONTENTS

Chapter Six - Planning an Event 15-16

A. Steps in planning an event

B. Cancellations

Chapter Seven - Club Programs 17-18

A. Speakers

B. College wide activities

C. Fundraising

D. Donations

E. Dues or Assessments

Chapter Eight - Financing Student Activities 19-21

A. General policies

B. Request for payment

C. Reimbursement

D. Request for cash box and change fund

Chapter Nine - Publicity Policy 22-23

A. Policy

B. Procedures

Chapter Ten - Special Services 24

A. Duplicating services

B. Bulldog Beat

C. Public Affairs and Publications

D. Building use and equipment

Chapter Eleven - Dance and Special Events Policies 25-26

A. Facilities

B. Admission

C. Supervision

D. Logistics

E. Regulations

Chapter Twelve - Travel 27

TABLE OF CONTENTS

Addendums

Recommended Form for Club Organizations Constitutions

Club Registration Form and Membership List

Club Charter Form

Clubs Account Form

Request for Activity Date

Instructions to Maintenance

“Green Sheet” Check/Transfer Request Trust and Auxiliary Accounts

Club Fund Raising Request

“Blue Sheet” Request for Cash Box

Deposit Recap Slip

ASBG Budget and Finance Committee Funding Request

Agreement of Service (Contract)

W9 Form

Donation Acceptance Procedures

Field Trip/Excursion Request

Excursion/Field Trip Notice and Medical Authorization

Acknowledgement and Assumption of Potential Risk

Voluntary Activity Waiver Release and Indemnity Agreement

Voluntary Transportation Agreement

Steps for Successful Conference or Meeting Attendance

District Travel Request

Personal Vehicle Use

CHAPTER ONE

Starting a Club

A. The formation of campus clubs is encouraged as groups for different interests and ideas

arise. In order for any club or organization to have the sponsorship of Allan Hancock

College, the club or organization must have the approval of the Student Activities Office and

the Associated Student body Government (ASBG) and conform to the State Education

Codes. By following the simple steps below, you can easily form your own club.

1. Membership

Any club or organization must have and maintain a minimum membership of at least

eight members during the course of the year. Membership is limited to Allan

Hancock College students carrying a minimum of one unit of credit per semester at

Allan Hancock College. The club must submit a Club Registration Form and

Membership List (Addendum) to the Student Activities Office. Include names, cell

phone numbers and email addresses of all club officers. If officers change part-way

through the semester or new members sign-up, please submit a new membership

and officer list to the Coordinator, Student Activities.

2. Obtain an Advisor

Students may choose any full-time faculty/staff member or part time faculty member

they wish, if he/she is available and interested, to serve as club advisor.

3. Written Constitution

A written constitution outlining the clubs objectives must be on file in the Student

Activities Office. Constitutions are subject to review by the ASBG Commissioner of

Legislative Affairs and the Coordinator, Student Activities. A constitution template

(Addendum) is available to follow if desired. Please remember, anytime changes are

made to your constitution a revised copy must be submitted to the Coordinator,

Student Activities.

4. Club Registration

Complete the Club Charter form and Club Account form and submit them to the

Student Activities Office (Addendum). The Club Account form establishes an account

in the Auxiliary Accounts Office and need only be submitted once unless an existing

club chooses to change the club name. Any name change necessitates submission

of a new club account form.

The charter club account form has signatures of the advisor and the club president.

Return all club forms to the Coordinator, Student Activities in the Student Activities

Office. After review and approval by the ASBG, the club charter will be signed and a

copy emailed to the club advisor. All club charters must be renewed annually.

CHAPTER ONE

Starting a Club

5. In order to retain active status, each club must send a student representative to attend

Inter Club Council meetings with other club representatives and the Coordinator, Student

Activities on a monthly basis. Failure to meet two consecutive meetings or three for the

semester may be cause to place the club on inactive status.

Upon completion of the preceding steps, each club is officially chartered and the rights

and privileges of such status. Included in these privileges are coverage by college

insurance for properly calendared events and free of charge on-campus meetings

space, on a space available basis. Student clubs are required to comply with

collegewide policies and campus regulations and are subject to disciplinary action or

revocation of active status for violation of such policies or regulations.

B. The Allan Hancock College District will not sponsor or permit the establishment of any

student club which is secret or restrictive in membership

C. The Allan Hancock College District cannot be responsible for, nor does it approve of, off-

campus individuals using the college name.

Checklist for starting a club:

Recruit eight active members with at least one unit of credit at Allan Hancock College

Obtain a faculty/staff advisor

Create your Club Constitution (Addendum)

Pick up the following forms from the Student Activities Office or download from the ASBG

web pages on the Allan Hancock College website:

1) Club Registration Form and Membership List (Addendum)

2) Club Charter (Addendum)

3) Club Account Form (Addendum)

CHAPTER TWO

Club Charters

A. General Policies

1. All clubs and organizations must be properly chartered by the ASBG and

Coordinator, Student Activities. The deadline to charter is the sixth week of the

spring semester. Final approval is at the discretion of the ASBG Board of Directors.

2. Once the club forms and constitution are approved, a club charter is granted for that

academic year. It should be noted that the “year” consists of the fall and spring

semesters only. We do not have a club program during the summer months.

3. A list of current officers, member and their current constitution must be on file with

the Student Activities Office. Remember, if officers change throughout the semester,

an updated list should be submitted to the Coordinator, Student Activities. A

minimum of eight members must be maintained throughout the year.

B. Revocation of Charters

1. A charter may be revoked if the club or organization fails to abide by all college

policies and ASBG regulations and by-laws. (Refer to ASB Constitution and By-

Laws). If a club charter is revoked, that club may not be permitted to reactivate until

the following school year, and may reactivate (upon submission of appropriate

paperwork and approval by the ASBG and Coordinator, Student Activities) on

probationary status for a minimum of one semester.

2. In order to retain active status, each club must have a student representative, who

attends Inter Club Council meetings with other club representatives and the

Coordinator, Student Activities monthly. Failure to meet two consecutive meetings, or

three total for the semester may be cause to place the club on inactive status.

This means they:

A. Mayl not be allowed to meet on campus.

B. May not utilize the school name, services, or facilities.

C. May have their account frozen in the Auxiliary Accounts Office.

Chapter Three

The Role of an Advisor

A. Who are Advisors?

1. Club and organization advisors are Allan Hancock College faculty/staff persons who, out

of interest and dedication, give their time and talent to the club program. Students must

realize that advisors are not compensated for their participation. Every effort should be

made to arrange meetings and events so that advisors can attend without undue

hardship. REMEMBER: in order for any club to conduct business or hold an

activity, it is strongly advised that the staff advisor be present (see C. 1. below.)

2. Much of the success enjoyed by the activity program at Allan Hancock College is directly

related to the interest and efforts of advisors. Advisors provide the basic orientation to,

and the continuity for, the club program. In a community college where the student body

turnover is high each year, the clubs and organizations are highly dependent on the

advisor to provide knowledge of the activities, traditions, and services of the group.

B. Selection of Advisors

1. The selection of advisors for clubs and organizations is up to the membership of the

particular group. However, the Coordinator, Student Activities must be informed of the

selection.

2. It is best for advisors to accept a position with a group whose interests parallel their own.

C. Responsibilities of Advisors

1. Advisors are responsible to ensure proper supervision from beginning to end of

any meeting and/or activity staged by the group with which he/she is working.

Although the students should be encouraged to provide their own momentum, they are

the first to point out that they need a guiding hand from time to time.

2. Advisors should play an active role in assisting the students to set up a meaningful

program that is consistent with the purposes of the group and with the aims of higher

education. Meeting for the sake of meeting should be discouraged.

3. Advisors should encourage the development of initiative, responsibility and leadership in

the student members. Holding a club office can be a rewarding experience if students

learn to take on responsibility and learn something about dealing with people.

4. Advisors must supervise financial transactions, the handling of club funds, and the

maintenance of financial records. This is quite easy since our Auxiliary Accounts Office

operates as a bank for the clubs and organizations. Expenditures cannot be made

without the approval of the advisor and must be documented in club minutes.

Periodically, the advisor should review the financial records of the group.

5. Advisors are should make themselves available to sign any documents related to club

activities (green sheets, blue sheets, fundraising forms, etc.), schedule meetings through

Chapter Three

The Role of an Advisor

the Astra scheduling system, and submit work orders, instructions to maintenance forms,

and multimedia equipment requests.

6. Advisors should see to it that minutes of meetings are maintained and filed with the club

advisor, with a copy provided to the Coordinator, Student Activities.

7. Advisors should feel free to discuss club problems with the Coordinator, Student

Activities. The administration of Allan Hancock College is strongly committed to an

effective club program and will support such a program within the framework of the aims

and objectives of the college.

8. It is the responsibility of advisors to prohibit the use of intoxicants by the students during

any club event.

9. In case of injury to any student during a college-calendared event, it is the responsibility

of the advisor to see to it that first aid is given and medical aid is secured if necessary.

Written reports of accidents or injuries must be made to the Student Health Services

office as soon as possible.

D. General Guidelines for Advisors

1. Advisors should meet with executive officers of their organizations for the following

reasons:

-to assist with the development of organizational programs

-to discuss organizational goals and directions

-to discuss the financial status of the organization, including identification of

problems and their potential solutions, and identification of financial strengths and

means of perpetuating such.

2. Advisors should be familiar with the constitution and by-laws of their organizations and

be prepared to render assistance with their interpretation, as well as being familiar with

the information contained in this handbook.

3. Advisors should be familiar with the College’s policies and rules which govern student

organizations

4. Advisors should not hesitate to provide constructive criticism when it is deemed

necessary; likewise, positive organizational accomplishments should be appropriately

acknowledged.

5. The appropriate role of the advisors is not to become “one of the gang” nor is it to remain

conspicuously aloof from the group. The effective advisor is one who will render advice

Chapter Three

The Role of an Advisor

when it is requested, and offer counsel even though it may not have been requested. It

is important for advisors to obtain the “pulse” of their group by developing a sense of the

group’s personality. This should elevate the level of advising effectiveness.

6. The advisor will be called upon to serve as personal confidant in organization related

matters. This is a particularly sensitive role. The advisor, most likely, will want to provide

assistance to the person seeking the advice (usually in regard to a problematic

situation). However, advisors cannot compromise their relationship with the group by

showing favoritism to one or a small group of individuals.

7. The voluntary association between advisors and their respective groups should continue

as long as both parties believe the relationship is productive and mutually satisfactory.

When such a relationship no longer exists, the advisor and/or officers should resign.

8. An individual assumes an advisor’s role voluntarily; however even though serving as a

volunteer, the advisor is expected to uphold the best interests of the College.

9. Advisors should not hesitate to engage in the general discussion of organizational

matters at meetings; however, they normally should not dominate discussions or

become the focus of attention.

10. Advisors should realize that students often may not accept their advice as “gospel”.

Advisors should expect to be challenged; however, this should not be interpreted as an

indication that their services are no longer required.

11. Advisors should work to provide club officers the special skills they require to be

successful, i.e. encourage your student leaders to enroll in Leadership 111- Student

Government- Leadership Skills Class.

12. Advisors should realize that interest, imagination and enthusiasm are contagious and

should attempt to infect everyone.

CHAPTER FOUR

Ingredients of an Effective Meeting

A. Advance Notice

1. The purpose of the meeting should be clearly understood in advance by all

concerned.

2. The problem of unpreparedness can be partially overcome by giving each

participant as much advance notice as possible.

3. The agenda should be distributed in advance to all concerned.

B. Duties of the Chairperson

1. Insure that the meeting proceeds in an orderly fashion.

2. Start on time.

3. Brief latecomers quickly as to what has transpired so that no time is spent going

over ground already covered.

4. Finish on time.

5. Ration out time so that each item on the agenda receives some time.

6. Use parliamentary procedure.

7. Keep the discussion on track.

8. Try to get all relevant views. Don’t take sides.

C. Minutes

Keep minutes of each meeting and distribute them to each participant, the club advisor,

and the Coordinator, Student Activities.

D. Assignment of tasks

In order to assure that action is taken, tasks should be divided up and assigned before

the meeting is adjourned.

E. Expected Behavior of Participants

1. Be on time.

2. Come prepared.

3. Pay attention to the proceedings.

4. Speak freely.

5. Listen critically and thoughtfully to others.

6. Speak to the group at large, not in side conversations.

7. Create no distractions-avoid unnecessary interruptions.

8. Keep remarks to the point.

9. Abstain from personal arguments.

10. Stick to the order of business.

11. Do not dominate the meeting.

12. Stay until the end of the meeting.

13. Be action minded.

14. Be supportive of your group’s efforts to reach goals.

CHAPTER FOUR

Ingredients of an Effective Meeting

F. Code of the Chairperson

1. Be the leader of the meeting.

2. Be at the same time the servant of the assembly.

3. Be impersonal (don’t say ”I”, say “the Chair”).

4. Maintain order.

CHAPTER FIVE

How to Conduct a Meeting

A. Advisability of Using Parliamentary Procedure

1. Even if student leaders are unable to enroll in the college Leadership class, they are

urged to become familiar with basics of parliamentary procedure. The following will

serve as a start toward achieving the objective of conducting an effective meeting.

Remember- all clubs are governed by the same parliamentary authority as the

Associated Student Body Government. Refer to the Associated Student Body

Constitution, Article X, Section I.

2. The basic reason for having any standard procedure is to handle the business

before the membership as quickly, efficiently, and justly as possible. The five (5)

basic theses of parliamentary procedure are:

a. Only one (1) subject may be discussed at a time.

b. Every member of the assembly has equal rights.

c. Each issue presented is entitled to free debate.

d. The rights of the minority must be protected.

e. The will of the majority must rule.

B. Usual Order of Business

1. Call to order, roll call.

2. Reading/approval of minutes from the previous meeting.

3. Officer reports (particularly Treasurer).

4. Reports of committees.

5. Unfinished business.

6. New business.

7. Announcements.

8. Adjournment.

C. Chairperson’s Memorandum

1. The presiding officer should have a more detailed guide for the meeting than the

usual agenda- an annotated agenda.

2. This annotated agenda will serve as a reminder to the chair regarding

announcements, minutes, reports, and business.

D. The Course of a Motion

1. Member addresses the chair.

2. Chair recognizes member.

3. Member states the motion.

4. Another member seconds that motion.

5. Chair restates the motion.

6. Discussion.

7. Vote.

8. Chair announces results.

CHAPTER FIVE

How to Conduct a Meeting

E. Typical Procedure

1. Establish how many voting members there are.

2. Are there any motions?

“I move that…”

Is there a second?

“Seconded”

Is there discussion? (Discussion begins with the maker of the motion. The maker of

the motion may “turn the floor over” to another person. Ordinarily, in a contested

issue, the discussion alternates between pro and con.)

Is there further discussion?

Hearing none, we’ll move into the vote.

All those in favor

All those against

All those abstaining (declining to vote)

3. If a person feels that there is no need for further discussion, he/she may move to

vote immediately, (call for the previous question.) That means that he/she wants to

have the vote taken immediately.

“I move to vote immediately.” (I call for the previous question.)

Is there objection to voting immediately? (The previous question.)

If there is no objection, the vote is taken.

If the chairperson hears objection, the discussion may be continued.

F. Parliamentary Procedure Reference (available in the Student Activities Office.)

Robert, Henry M. (General), Robert’s Rules of Order, Berkeley Publishing, 200 Madison

Avenue, New York, NY 10016, 1983

Sturgis Standard Code of Parliamentary Procedure, McGraw-Hill Book Co., New York,

NY 1966

Sturgis, Alice, Learning Parliamentary Procedure in Action Filmstrips, Huntsville, TX

1976

Other online sources are available via the internet. Search: How to Have Successful

Meetings and How to Develop Leadership Skills

CHAPTER SIX

Planning an Event

A. Steps in Planning an Event

1. Any student group wishing to utilize meeting space on the Allan Hancock College

campus should first discuss the idea and check the calendar in the Student Activities

Office to ensure there are no conflicts with other events occurring on campus.

2. Fill out a “request for Activity Date” form (Addendum) with signature of the event

chairperson (or club Representative), and the club advisor. Leave ample time to get the

necessary signatures. This request must be submitted to the Coordinator, Student

Activities at least two weeks (fourteen days) prior to the planned event. Forms submitted

with less than fourteen days’ notice will be accepted at the discretion of the Coordinator,

Student Activities.

3. If approved, then submit the request to their club advisor who schedules the event in

ASTRA on the myHancock portal at least four (4) days in advance. Additionally an

Instructions to Maintenance form (Addendum) must be completed and submitted

to the Student Activities Office at least four days in advance.

4. Event planning checklists are available for use in the Student Activities Office which aid

greatly in the planning process.

5. If you need a check written by Auxiliary Accounts, a request should be submitted on a

“green sheet” (Addendum) at least two weeks before the check is required. The Auxiliary

Accounts Office issues the checks. Once a request for payment is submitted to the

Student Activities Office, it requires two additional signatures and club meeting minutes

allocating the funds for the expense. Allow plenty of time to obtain all necessary

signatures and keep in mind the timeframe for issuing checks. Green sheets are

obtained from the Auxiliary Accounts Office or the Student Activities Office.

6. If you are selling food items on campus, the food court manager must sign off on the

fundraiser form (Addendum) on the appropriate line. Note that each club or organization

must have a minimum of one “Certified Safe Food Handler” present for events where

food is being sold. REMEMBER- inform the food court manager if you cancel. If you sell

food items off campus, check whether you will need a health permit from the Santa

Barbara Public Health Center (805-934-6142).

7. If you are planning a fundraiser, complete the Fundraising Request Form (Addendum)

and turn it in to the Student Activities Office at least two weeks (14 days) prior to the

event.

8. If you need a cash box, submit the blue sheet, “Request for a Cashbox” (Addendum) to

the Student Activities Office. The request must be in the Auxiliary Accounts Office a

minimum of forty-eight hours prior to the date needed. Remember, this request needs

the same signatures as a “Request for Payment” so allow plenty of time to obtain

required signatures. Blue sheets are obtained from the Auxiliary Accounts Office or the

Student Activities Office. When finished with the cash box, count the money, complete

the deposit recap form (Addendum) to the Auxiliary Accounts Office within twenty four

hours of the event. If the event is held on a weekend, this must be submitted to the

Auxiliary Accounts office the first regular business day after the event.

9. The Allan Hancock College Bulldog Beat is published monthly. Announcements must be

turned in to the Student Activities Office to be included in the publication. Remember to

CHAPTER SIX

Planning an Event

include WHO, WHAT, WHEN, AND WHERE. Be sure that your meeting place has been

secured.

10. Have your publicity posters stamped in the Student Activities Office before you post

them on campus. Be aware of size and location limitations. Remember, all materials

must include the Allan Hancock College logo.

11. Off-campus publicity must be coordinated through the Director; Public Affairs &

Publications located in Building B. Publicity for all college events is restricted to the

campus.

12. If in doubt, consult someone in the Student Activities Office. The Coordinator, Student

Activities is here to assist you in planning events and learning the process. Keep the

people in that office informed about your event, they are here to help. Contact the

Student Activities Coordinator, Stephanie Robb at srobb@hancockcollege.edu or

(805) 922-6966 x3734 with any questions.

13. The ASBG awards $100 to all clubs upon initial approval of the club charter. This is to

assist clubs to purchase necessary supplies such as poster board, paper, etc., or any

other purpose deemed appropriate by the club.

14. Any club may submit a written request to the ASBG for special funding of events. To

submit a written request, pick up the Funding Application (Addendum) in the Student

Activities Office or download from the ASBG web page. Submit the request to the

Student Activities Office. Invoices, receipts, etc. will be requested to support the

purchase. All funding and dollar amounts reviewed by the ASBG Budge and Finance

Committee and are awarded are at the discretion of the ASBG Student Council.

Submission of a proposal is not a guarantee the funds will be awarded.

B. Cancellations

1. Cancellation of any activity should be reported promptly to the Coordinator, Student

Activities and removed on the Astra scheduler.

2. Check that all persons involved have been informed of the cancellation.

CHAPTER SEVEN

Club programs

A. Speakers

1. The college faculty represents a wonderful resource for speakers or panel discussion

leaders for club programs. The faculty not only should be more actively involved in

the various activities on campus, but they are most willing to become involved

providing it is in the field of their competency. Some of the very best programs on

campus have been provided by Allan Hancock College staff.

2. Clubs should be aware of the rich resources among Allan Hancock College students.

For musical programs, for panel discussions, for debates, or for any number of other

types of programs, students very often represent qualified, personnel from which to

draw. It should be remembered that there are many foreign students on campus and

many students from states other than California. These, too, offer possibilities for

good programs.

3. There are many community resources for stimulating club programs. If club program

committees will think in terms of allied organizations in the community, they will find

that there are many qualified local people who are most willing to participate in club

programs. There are professional organizations, service clubs, government offices,

and private citizens who are willing to help.

B. College Wide Activities

1. Clubs should not over look the possibility of sponsoring programs for the entire

student body. Some very exciting programs sponsored by clubs have been opened

to the student body with very favorable results.

2. Among college wide activities sponsored by Student Council in which you may be

asked to participate are Bulldog Bow WOW and Spirit Week in the fall semester and

Bulldog Bow WOW, Diversity Day and Earth Day events in the spring semester.

Additional events may be scheduled in which you may wish to participate.

3. Speakers from off campus must be approved. Notify the Student Activities Office at

least seven school days in advance of the event. Approval of a non-college speaker

on campus does not imply endorsement of the speaker and his/her views by the

College or sponsoring club.

4. If you are planning to hire an outside agent for any of your activities, you will need to

have a signed contract, Agreement of Service (Addendum). Contact the Student

Activities Office for assistance and approval.

C. Fundraising

1. Student fundraising may only be conducted by officially recognized and chartered

Allan Hancock College student clubs.

CHAPTER SEVEN

Club programs

2. Solicitation of money or materials is closely regulated by State Law and College

regulations. Any activity in this area must be coordinated with the Coordinator,

Student Activities and the Allan Hancock College Foundation office.

3. Fundraising events must be approved in writing at least two weeks (14 days) in

advance of the activity. A Club Fundraising Request Form (Addendum) may be

obtained through the Student Activities office or on the ASBG website.

4. If a cashbox is needed, complete the blue sheet “Request for Cash Box” form

(Addendum) and submit it to the Student Activities Office at least two (2) days prior

to your event.

5. The proceeds from your event must be submitted with your deposit recap form

(Addendum) to the Auxiliary Accounts Office, within twenty-four hours of your

activity. If the event is held on a weekend, funds should be deposited the next

regular school day.

6. For set up of your event on campus, submit an Instructions to Maintenance form

(Addendum) and return it to the Student Activities Office at least four (4) days prior to

the event.

7. If tickets are involved in your fundraising, they must be numbered consecutively and

reconciled at the close of the event. In case of advance ticket sales, a record of ticket

distribution and sales is required.

8. If food items are sold on campus, the Food Court Manager must be informed at least

one week prior to the event and should sign the fundraiser form in the appropriate

space. The Food Court Manager must also be informed if the event is cancelled. If

selling food items off campus, the organization must check with the Santa Barbara

Public Health Center, 500 West Foster Road, (805) 934-6142 to see if a permit is

necessary.

D. Donations

1. Any club or organization wishing to solicit donations or grants from any community

organization or business must submit a written request to the Allan Hancock College

Foundation, who coordinates all such requests. This written request should include a

list of the businesses they wish to contact and specify what it is they are asking for. It

should also specify the purpose for soliciting said donations. Allow at least three

weeks for the Foundation staff to respond.

2. If a donation or grant of $500 or over is received, the club must follow the district

donation acceptance procures and complete the appropriate paperwork

(Addendum).

E. Dues or Assessments

Clubs or organizations are authorized to require their members to pay dues or

assessments. These funds, like all other money earned or collected, are to be

deposited in the group’s name in the Auxiliary Accounts Office. Use the Deposit

Recap form (Addendum) and take all funds to the District Cashier.

CHAPTER EIGHT

Financing Student Activities

A. General Policies

1. All Clubs and organizations come under the general supervision of the Coordinator,

Student Activities. All financial transactions are administered by the Auxiliary Accounts

Office.

2. All student accounts must be deposited and maintained by the District Auxiliary

Accounts Office. No outside bank accounts are permitted.

3. Club and organization funds must be deposited in the Auxiliary Accounts Office under

the name of the particular club or organization within twenty-four hours of an event or

activity, or the next regular business day immediately following a weekend activity.

4. No club is permitted to take cash from funds raised to make purchases or for

reimbursement. All funds raised must be deposited into the appropriate club account,

and payments for purchase or reimbursements must be requested in accordance with

district procedures.

5. Balance on club accounts will be given only to the advisor of the club and officers

designated and authorized by the club to receive such information from the Auxiliary

Accounts Office.

6. All club disbursements must be made by check utilizing a “green sheet” (Addendum).

Any vendor providing a service will need to complete and sign an Agreement of Service

(Addendum form) and a W9 (Addendum) form to be turned into the Student Activities

Office at least two weeks prior to the event.

7. Club accounts that have been inactive for two fiscal years will have any funds reverted

back to the Associated Student Body Government account.

B. Request for Payment

The green sheet, “Request for Payment” form (Addendum) is used when you need to pay a

bill or need reimbursement. If funds are needed for purchases in advance of an event, a

check will be requested payable to the club staff advisor.

1. Complete the “Request for Payment” form (available in the Student Activities Office)

obtaining the signature of your club advisor and/or all club officers necessary to do

financial transactions for your club.

2. The advisor should sign this form on the “Requesting Signature” line. The appropriate

student (Treasurer or President) signs on the “Student Signature” line. If the advisor is

not available, the Coordinator, Student Activities may sign as the requestor.

CHAPTER EIGHT

Financing Student Activities

3. Attach original invoice, receipt, and club minutes noting approval for expenditure to the

“green sheet”.

4. Turn the form in to the Student Activities Office where the Coordinator, Student Activities

will review and route for other necessary signatures. The request will then be sent to the

Auxiliary Accounts Office for payment of the bill.

C. Reimbursement

On occasion students or advisors may need to purchase items for an activity or an event.

Under these circumstances private funds can be used and reimbursement requested. The

following steps must be followed in advance of any reimbursement being made.

1. The club must give formal authorization in advance of any personal funds being

expended for reimbursement. Formal authorization is given by a majority vote in a club

meeting. This must be recorded in meeting minutes.

2. The authorization must indicate who is authorized to be reimbursed, the items to be

purchased, and the cost (a specific dollar amount.)

3. Submit a “green sheet” (Addendum) to the Coordinator, Student Activities to obtain

approval (confirmation that funds are available in the club account) with the meeting

minutes noting authorization.

4. Total the receipt(s) and attach the original receipt to the “green sheet” (Addendum),

along with the original request to purchase form. Original receipts, not photocopies, are

the only acceptable back-up.

D. Request for Cash Box and Change Fund

1. Sufficient funds must be on deposit with the Auxiliary Accounts Office to cover your cash

fund.

2. Requests with all required signatures must be in the Auxiliary Accounts Office at least

two days in advance of the event. Use the blue sheet, “Request for Cashbox” form

(Addendum) available in the Student Activities or Auxiliary Accounts Office.

3. It is important to state on the request the breakdown of cash and coin desired, the

appropriate amount is at the discretion of the Coordinator, Student Activities.

4. When picking up the cash box and cash fund, be sure to count your cash fund and initial

the form. You will be responsible for that amount when the fund is returned.

CHAPTER EIGHT

Financing Student Activities

5. Only the club President, Treasurer or Advisor are authorized to pick up cashboxes.

These persons should take a photo ID with them when collecting the box.

6. When finished with the cash box, count the money, fill out the Allan Hancock College

District Cashier Deposit Recap form (Addendum) and submit funds in the sealed money

envelope provided to the Auxiliary Accounts Office for deposit.

CHAPTER NINE

Publicity Policy

A. Policy

College sponsored events may be publicized on the campus according to established procedures.

Non-college sponsored events must have advance approval of the Student Activities Office through

procedures established by the college. All posters, signs and printed material distributed on the

campus must be non-commercial in nature and must be in good taste. Use of publicity materials

shall be regulated as to reasonable time, place and manner as determined by the Vice President,

Student Services or his/her designee.

The college campus is not public in the sense of parks, streets, etc.; thus the campus is not open for

expressions of free speech and distribution of material in any manner by the general public without

regulations. On the other hand, the general public may demonstrate and exercise their constitutional

rights of free speech, assembly and distribution of materials so long as they obey the college rules of

“time, manner, and place” and do not disrupt the orderly process of student education.

The President of Allan Hancock College shall designate a person (Vice President or Dean) to review

material and exercise administrative responsibilities as required by the policy. Any student may

appeal a decision concerning this policy to the Vice President, Student Services or President, who

shall render a decision within a reasonable time and in any event, not later than one school day after

receipt of the appeal. The appeal shall be based solely on the standards established in Education

Code Section 76120.

Knowing violation of this policy by any student is sufficient cause for suitable disciplinary action to be

taken.

B. Procedures

These procedures are established as a means of implementing the Board Policy pertaining to

publicity. The intent of these procedures is to control the time, place, and manner of publicity

materials, to protect the aesthetics of the campus, to ensure that the campuses are not misused for

the promotion of private enterprise and to permit safe and orderly flow of traffic. The Vice President,

Student Services is designated as the person to review material and exercise administrative

responsibility.

1. All posted materials anywhere on campus must have the Student Activities stamp. Stamping of

posters should not be construed as a judgment on the content of the material to be posted.

2. All materials displayed shall be dated and shall clearly indicate the author or agency responsible

for its protection.

3. Requests by off-campus individuals or agencies to disseminate materials on the Allan Hancock

College campus shall be referred to the Student Activities Office.

4. There shall be no distribution of publicity materials in a classroom while a class is in session. The

place and activity of distribution is not to interfere with the normal flow of traffic within the college

corridors and walkways or impede entrance to, or exit from college property.

5. Individuals are expected to use good taste in their manner of expressing ideas. All language,

pictures, drawings, or photographs used in any material distributed, displayed or circulated

pursuant to this policy must not be vulgar. Vulgar as used herein includes that which is obscene

or profane.

CHAPTER NINE

Publicity Policy

6. The maximum size for a poster will be twenty-eight inches by forty-four inches (28” x 44”). The

maximum number of posters for any one event that may be displayed at any one time will be

thirty (30). This is in addition to those permitted by individual instructors to be posted on

classroom bulletin boards.

7. The maximum size for any individual, student, club or election banner for display will be four feet

by twelve feet (4’ x 12’). Any individual or club shall be permitted a maximum of two (2) banners

for any one event, on display at any one time. Banners that are to be left out of doors overnight

must be constructed of material such as sign cloth that will not shred in the wind. Locations for

display of banners in designated areas are: Student Center, Math/Science Patio, Business

Education Building and Gym. In order to maximize available space in the Student Center,

banners in the Café area must fit horizontally within the confines of one window.

8. Flyers, notices, handbills, leaflets, and printed materials shall be submitted to the Student

Activities Office for clearance to insure orderly distribution. Such materials must be distributed

hand to hand and shall not be left undistributed or stacked for pick-up while unattended at any

place on the college campus except where containers are provided for that purpose by the

College. Any exception to this stipulation will be at the discretion of the Vice President, Student

Services. The quantity of notices or number of students or groups who may distribute materials

on any one day may be limited.

9. No materials shall be placed over or obstruct the view of previously posted materials or of

directional, emergency, or warning signs. No materials may be placed on entrance doors in any

building.

10. Materials shall not be placed on the private property of other persons or agencies, i.e. telephone

poles, vehicles, bicycles. No materials may be affixed to painted walls and surfaces.

11. Thumb tacks on bulletin boards, tape, and string or other like binding materials shall be the only

permitted materials to be used in displaying communication materials.

12. Materials written in a foreign language must include an English translation on the same material.

13. Political posters, slogans, decals, etc. for national, state, and/or local elections shall be authorized

of the discretion of the Vice President, Student Services, and may only be posted on designated

public bulletin boards.

14. Materials from commercial off-campus individuals, enterprises, or agencies are not normally

permitted to be posted. Exceptions may be granted by the Vice President, Student Services for

those posters having a close relationship to the educational or co-curricular programs of Allan

Hancock College.

15. To help insure accessibility, a maximum of one poster for the same event is allowed on any one

bulletin board or display area.

16. It is the responsibility of the person who distributes or posts publicity materials to remove the

same when the event is over.

17. Unauthorized persons shall not remove materials once posted.

CHAPTER TEN

Special Services

A. Duplicating Services

1. Clubs may print fliers at Campus Graphics. The cost of such printing will be billed back

to the appropriate club account. When you pick up printed items, you will be given an

invoice from Campus Graphics. You will then need to pay the invoice as soon as

possible by filling out a green sheet (addendum) and attaching the club minutes

authorizing payment for the printed items. For assistance in completing print requests,

check with the club advisor or student activities personnel. When you pick up your

printed items, the club will rece

B. Allan Hancock College Bulldog Beat

1. The Bulldog Beat is published monthly by Student Activities, and is utilized to announce

upcoming events or items of interest to students, faculty & staff. Announcements must

be submitted in writing to the Student Activities Office in a timely manner to be included

in the publication.

C. Public Affairs and Publications

1. The Director, Public Affairs and Publications is responsible for all new releases, photos,

radio and TV spots sent from the college to the local media. If you have material you

wish to appear in the local media, please contact the director’s office at Ext. 3280.

2. Be sure the event has been approved and well planned before you contact the Public

Affairs Office.

3. Types of items that make a news story are: items of general interest, events involving a

sizable group of people, something unique, and human-interest stories.

4. Bring your news material to the Student Activities office in Building G room 105 at least

14 days prior to the event.

D. Building Use and Equipment

1. The scheduling of space for club meetings and events is handled through Astra by your

club advisor on the myHancock portal. The “Instructions to Maintenance” form

(Addendum) must be completed to assist you with obtaining any special requests you

have for equipment and set up from Plant Services and is required for a room

reservation.

2. All requests for multi-media equipment must be submitted on-line. Your club advisor

should log on to the myHancock portal, click on “Work Tools”, then “Multi-Media

Equipment Request”. Please note, all equipment requests must be submitted a minimum

of one week prior to the date requested.

CHAPTER ELEVEN

Dance and Special Events Policies

A. Facilities

1. Dances and other special events may only be scheduled in the Student Center. This

facility is reserved through Astra scheduler on the myHancock portal.

2. Dances are only permitted on Friday or Saturday nights. Clubs and organizations are

responsible for paying for required security staffing and custodial costs, as determined

by college staff. All dances will close by midnight.

3. Other special events such as game nights may be permitted in the student center, if

space is available, on a weeknight. However, said events will close 30 minutes prior to

closing of the building G, no exceptions.

B. Admission

1. Allan Hancock College students will be admitted to Allan Hancock College dances

and/or special events providing they present their current valid Student Identification

Card.

C. Supervision

1. Club sponsored dances and events must be attended from beginning to end by the club

advisor(s) (or delegated substitute approved by the Vice President, Student Services or

his/her designee). Additionally, for dances, the names of at least one chaperone must be

given in writing to the Coordinator, Student Activities at least one week before the event.

The need for additional staffing for other special events will be determined on a case-by-

case basis and is dependent upon the projected attendance.

2. The Club Advisor must be present at the dance or event entry door during the hours of

the dance/event to regulate entrance procedures.

3. Campus police or their designated agent must be present during the hours of the dance

or special event. Remember, while campus facilities may be used at no charge, clubs

will be required to pay the full cost of security. Security needs are determined solely by

Allan Hancock College Police Department.

D. Logistics

1. Scheduling of dances and special events, building use, and “Instructions to

Maintenance” form (Addendum) are coordinated though the Coordinator, Student

Activities. A “Request for Activity Date” form (Addendum) is required and due at least

one month prior to the event.

CHAPTER ELEVEN

Dance and Special Events Policies

2. The entrance door will close one hour before the dance or event is scheduled to end. No

person will be admitted after the door is closed.

3. Scheduling of a time for decorating should be arranged with the Student Activities Office.

4. Contracts for performing groups (Addendum) are required and must be handled with the

assistance of the Coordinator, Student Activities at least three weeks prior to the event.

E. Regulations

1. Allan Hancock College dances and special events will be held on campus only.

2. Publicity for all college dances and special events will be restricted to the campus.

3. It is contrary to California State Law to possess, serve, or consume intoxicants at any

college function, regardless of the age of those participating.

CHAPTER TWELVE

Travel

Occasionally, clubs and other student groups plan extracurricular trips off campus, such as

attending a conference or a trip to a landmark or museum. For example, a film or art club may

wish to plan a club trip to an Art or Motion Picture Museum. As a reminder, it is recommended

that the club advisor supervises all such trips. While this type of activity is certainly encouraged

and supported, they often pose liability exposure to the college. The exposures are created due

to the nature and/or location of the activity. To control the liability exposure to the college,

specific procedures need to be followed and forms completed.

It is the responsibility of the club advisor to ensure all participants complete all

appropriate paperwork before embarking on any extracurricular activity at an off-campus

venue. Copies of each of the following forms, which may be required, are included as

addendums to this handbook for information purposes. Club advisors will, at the beginning of

each year when the club charter is approved, receive additional information pertaining to club

travel.

 Field Trip Excursion Request (Addendum)

 Excursion/Field Trip Notice and Medical Authorization (Addendum)

 Assumption of Risk (Addendum)

 Voluntary Activity Waiver Release and Indemnity Agreement (Addendum)

 Voluntary Transportation Agreement (Addendum)

 Steps for Successful Conference Attendance (Addendum)

For staff:

 District Travel Request (Addendum)

 Personal Vehicle Use (Addendum)

Addendums

Club Constitution Template

Club Registration Form and Membership List

Club Charter Form

Clubs Account Form

Request for Activity Date

Instructions to Maintenance

“Green Sheet” Check/Transfer Request Trust and Auxiliary Accounts

Fundraising – Club Account Proposal Form

“Blue Sheet” Request for Cash Box

Deposit Recap Slip

ASBG Budget and Finance Committee Funding Request

Agreement of Service (Contract)

W9 Form

Donation Acceptance Procedures

Field Trip/Excursion Request

Excursion/Field Trip Notice and Medical Authorization

Acknowledgement and Assumption of Potential Risk

Voluntary Activity Waiver Release and Indemnity Agreement

Voluntary Transportation Agreement

Steps for Successful Conference or Meeting Attendance

District Travel Request

Personal Vehicle Use

RECOMMENDED FORM FOR CLUB ORGANIZATION CONSTITUTIONS

CONSTITUTION OF THE _________________________________________________________________________ CLUB

ARTICLE 1

Name of Organization

Section 1: the name of this organization shall be ____________________________________________________

ARTICLE 2

Purpose of the Organization

Section 1: (A general statement of the purpose and the scope of the organization.)

Article 3

Qualifications of Membership

Section 1: (A general statement of eligibility for membership.)

ARTICLE 4

Officers of the Organization

Section 1: The elected officers of this organization shall be_______________________________________________ __

_________________________________________________________________________________________________

(list all elected officers.)

Section 2: Term of office shall be__________________________________________________________________

Section 3: It shall be the duty of the President___________________________________________________, ect.

Section 4: It shall be the duty of the Vice President_______________________________________________, ect.

Section 5: (Add more sections to take care of the duties of all the officers.) ‘

ARTICLE 5

Executive Board

Section 1: The Executive Board shall consist of the elected officers and the faculty advisor

(Chairpeople of standing committees may be added.)

Section 2: ________(state what majority—two- thirds, three-fourths, or simple majority) vote of the Executive Board,

with the approval of the advisor, shall be necessary to pass any business which is referred to the Executive Board.

ARTICLE 6

Meetings

Section 1: (Frequency of meetings.)

Section 2: (Procedure of calling special meetings.)

ARTICLE 7

Quorum

Section 1: (State specially the minimum number of the members which must present at a meeting in order to transact

business legally.)

ARTICLE 8

Amendments

Section 1: Amendments must be presented to the Executive Board for approval before they may be submitted to the

organization for vote.

Section 2: Provision for Notice. (It is suggested that this notice be given to the membership regarding a proposed

amendment to the to the Constitution one meeting prior to the actual vote.)

Section 3: This constitution may be amended by a ________(state what majority) vote of the membership at the first

meeting of the organization at which a quorum is present fallowing the approval of the amendment by the Executive

Board.

ARTICLE 9

Enacting Clause

Section 1: This constitution shall become effective upon approval of the Commissioner of Legislative Affairs and the Vice

President, Student Development & Services of Allan Hancock or his/her designee

SIGNATURES

(ASBG rep) (Date)

(Coordinator, Student Activities) (Date)

Club Registration Form & Membership List

PLEASE RETURN TO THE STUDENT ACTIVITIES COORDINATOR

Date:

Name of Club:

Club Advisor(s): Please Print

Club Representative:

Officers, name, position, email address and phone # (Please Print)

Membership List

11.

12.

13.

14.

15.

16.

17.

18.

19.

10.

20.

ALLAN HANCOCK COLLEGE CLUB CHARTER

Club Name:

We, the undersigned, agree to the following:

1. Club membership will be open to Allan Hancock College Students, regardless of race,

religion, sex, national origin or physical limitations.

2. To have a student representative at the Inter-Club Council meetings

3. To inform ourselves of school policies as they relate to clubs and organizations, and to

observe these policies in all official activities of our club or organization.

4. To cooperate with other clubs in working for the good of the total college community.

PRINTED NAME AND SIGNATURE:

Printed:

Signature:

Advisor Co-Advisor (if applicable)

Printed:

Signature:

Club President

This club is hereby granted a charter for the year .

(The club shall retain one copy of the charter, and the other will be placed on file in the Student

Activities Office.)

Student Activities Date

ASBG Representative Date

ALLAN HANCOCK COMMUNITY COLLEGE DISTRICT

CLUBS ACCOUNT FORM

Suggested name for account

Purpose of Account

Do you propose to do any fundraising for the account? If yes, describe briefly:

one time only event continuing

List type of expenditures that fundraising monies can be used for:

Note: three signatures will be required for withdrawals

Club President/Treasurer Vice President, Student Services

Date

DISTRICT APPROVAL FOR DISTRICT USE ONLY

Vice President, Business Services Starting Amount

Date Account No.

Name of Account

Type of Account

ALLAN HANCOCK COLLEGE

Associated Students

REQUEST FOR ACTIVITY DATE

Date Submitted:

Name of Organization:

Activity or Event:

Date of Event:

Time (hours):

Place:

Admission Charge:

Student Chairperson:

(Signature)

Organization Advisor:

(Signature)

____________________________________________________________________________

(DO NOT WRITE BELOW THIS LINE)

Date Open,

Use of Facility Granted:

Coordinator, Student Date

Activities

Date of Application:

PLEASE NOTE: Requests for PA systems, or any audio visual equipment needs to be made directly

with the Audio Visual Department by the user.

If you are serving food (for sale or given away at no cost) you need to have Martin Testa, food services initial

this form:

Martin Testa

INSTRUCTIONS TO MAINTENANCE

Person/Organization

Requesting Facilities

Phone Number

Facilities Requested

Date Requested

Time Requested

Astra Reservation

Number

Nature of Activity

Special Set-Up:

(Tables, Chairs, podium,

etc) Diagram if

Necessary

Signature of Person Requesting Facility Date

Office Use:

Approval: Student Activities Date

To Maintenance:

ALLAN HANCOCK C

OLLEGE

FUNDRAISING – CLUB ACCOUNT PROPOSAL

This form needs to be filled out with all completed supporting data as required.

YOU SHOULD HAVE THIS FORM TURNED IN A MINIMUM

2 WEEKS PRIOR TO THE

EVENT.

1. Club:

2. Type of fund raising activities: (Food sa

es-

indicate what type of food is

being

sold. Also,

least one member of the group must have safe food handler training and must check with

the

City for relevant food

permit.

_____________________________________________________________________________

Certified Safe Food Handler: _

3. Proceeds will be used for: ___________________________________________

4. Date of event/activity: __

5. Club president/chairperson: __

Phone:

Club advisor ____________________________ Phone ________________ __

Area to be used:

8. Budget for activity

complete

fully:

Cost

goods

and/o

services

donated,

indicat

that

below)

____________

Expected gross revenue (cost per item x #of

items

)

Expected profit

For food sales: _________________________

Food Court Manager or designee must

sign.

Applicant(s) hereby agree to hold the Allan Hancock Community College District, the Allan

Hancock

College Board of Trustees, and all district officers, agents, and employees free and harmless from

any

loss, liability, cost or expense that may arise during or be caused in any way by such use or

occupancy

of college facilities.

The undersigned club president and club advisor certify that we shall personally be responsible

behalf of our organization to abide by and enforce the rules and regulations of the college governing

the

sponsoring of this fund raising event/activity. All funds collected will be deposited in the

Student

Accounts Office and the club treasurer or designee shall provide a financial report on all tickets

and/or

funds collected within three working days after the fund raising event/activity to the Auxiliary

Accounts

Office. In addition, the club officer and advisor agree that any monetary loss will be borne

by the

club.

It has been determined that sufficient funds are available to cover any monetary

loss.

Club president's signature:

Date:

Advisor's signature

: ______________

Date:

****************************************************************************************************************************************

Coordinator, Student Activities:

Date: ______________

Recommendation: ________________________________________________________________________

Vice President Student Services Date ________________

Distribution: Administrative Services

Auxiliary Accounts

Office

Student Activities

Office

Food Court Manager (only if food

involved)

Rev. 8/15

ASBG Budget & Finance Committee

Funding Request

Deadlines:

Applications must be submitted by 12:00pm on the Wednesday before you wish to have it reviewed

by the Budget & Finance Committee. Budget & Finance committee will either recommend or not

recommend for approval to the ASBG council at the next board meeting. Board meetings are held

each Wednesday, 12:30pm-1:50pm in G106A. If you have questions, please contact Stephanie Robb in

the Student Activities office G105 or srobb@hancockcollege.edu.

Eligibility:

Only AHC students, staff or faculty are eligible for funding. Only clubs approved by ASBG are

eligible for funding. Proposals received from organizations will be reviewed on a case-by-case basis.

Eligible Events:

Events must substantially benefit the AHC student community. Only planned programs with

detailed cost breakdowns will be considered.

Support:

Full funding is never guaranteed. Please remember that funds do run out as the year progresses. It is

in your best interest to apply for funds as early as possible.

Obligations of the organization:

• Prior to the Event: Collect all paperwork, methods of payment, and any other important materials

for the organization or applicants. Submit all required documentation. Completed the application,

provide original invoices and/or receipts

• After ASBG approves the funding: Meet with the funding board Treasurer or ASBG Advisor to

pick up the funding results the day after the ASBG meeting (Thursday). Meet with Advisor to review

payment processes and timeline for your event. Ensure that the logos of ASBG are prominently

displayed on all publications and promotional materials printed after the funding is approved.

• After the event is completed: It is recommended that you send a representative to the ASBG

meeting after your event. ASBG meetings are held each Wednesday from 12:30-1:50 in G106A If

your organization fails to fulfill any of the responsibilities, money funded to the organization for the

event by ASBG is not promised or owed to you or your vendors. Additionally, your organization

may have its access to funding revoked for the next semester.

ASBG Budget & Finance Committee

Funding Application

Organization Name: _______________________________________________________________________

Contact Person: ___________________________Email:_____________________ Phone: ______________

Are you using club funds for this event? Y / N ___________________ Amount $____________________

If so, from where? ___________________________________ Club account balance $_________________

Any additional funding? Y / N ____________ From where? _____________________________________

Event/Activity Title: _______________________________________________________________________

Date of Event: _____________________Time:______________ Location: ___________________________

Please provide a brief explanation of the event: ________________________________________________

__________________________________________________________________________________________

Expected Attendance: ___________Total Cost $: _____________Total Amount Requested $: _________

What is the purpose of this event? ___________________________________________________________

__________________________________________________________________________________________

How will this funding enhance/support your vision as an organization? __________________________

__________________________________________________________________________________________

How will this funding enhance/support AHC student body and/or community? __________________

__________________________________________________________________________________________

Is this event/program open to all AHC students? Y/N if not, who will attend? _____________________

__________________________________________________________________________________________

Line Item Budget

Please complete the following line item budget for your request or create your own using similar

formatting. For each individual expense listed, please complete an Individual Expense Description

form.

Expense Type

Expense

Total

Equipment/

Venue Rentals

Ads/Flyers/

Posters

Supplies

Contracts

Transportation/

Parking

Postage

Food

Vendors

Other

Total

ALLAN HANCOCK COLLEGE ASSOCIATED STUDENTS

AGREEMENT OF SERVICE

THIS AGREEMENT made and entered into this

day of , 201 by and between the

Allan Hancock Joint Community College District Associated Students,

hereinafter

referred to as the "AHC Associated Students" and__________

, hereinafter referred to as the

"Contractor" or "Performer":

1. The Contractor/Performer agrees to render the following services on the dates and times herein

stated, in accordance with directions stipulated by the AHC Associated Students or a person

delegated by it:

2. The AHC Associated Students agrees to compensate the contractor/performer for services

rendered in the total amount of _____________

dollars, such amount to be paid within a

reasonable time after the performance of services and submission of an invoice.

3. It is agreed that the contractor/performer is acting in an independent status and not as an agent

or employee of the said AHC Associated Students. As an independent contractor, the

contractor/performer is responsible for its own member's worker's compensation and

unemployment insurance.

4. The contractor/performer shall indemnify and save harmless the Allan Hancock College District

and the AHC Associated Students, its officers, agents, and employees from all loss, cost,

expense, claims or liability for injury to any person or damage to any property arising out of or in

any manner connected with the performance and operation of the terms of this agreement.

5. No drinking of alcoholic beverages by members of the performer group or contractor is allowed

while on the premises of the engagement, or during said hours of the performance(s).

6. Equipment must be set up and ready for the performance before ____.

(hour) on the day of

the performance. This will include an adequate public address system provided by

_____________________________________________.

7. Neither Allan Hancock College District or the AHC Associated Students will be responsible for

loss or damage of musical equipment.

8. No changes to this agreement are permitted without the consent, in writing, of the AHC

Associated Students and the Allan Hancock College staff advisor.

9. Any deviation in the conditions of this agreement are grounds for voiding this agreement.

10. Special instructions:

THE UNDERSIGNED, BY THEIR VERY ACT OF SIGNING, DO HEREBY CERTIFY THAT THEY ARE

AWARE OF THE CONDITIONS AND AGREEMENT AND HAVE READ AND DO UNDERSTAND THE

AGREEMENT OF SERVICE. IN WITNESS WHEREOF, the parties hereto have executed this

agreement on the day and year first written above.

AHC Associated Students Contractor/Performer

Representative Signature Signature

AHC Associated Students District Authorizing

Advisor Signature Signature

Contractor/Performer Social Security No. Or Tax ID No.

INSTRUCTIONS TO PRINTERS

FORM W-9, PAGE 1 of 4

MARGINS: TOP 13mm (

⁄2 "), CENTER SIDES. PRINTS: HEAD to HEAD

PAPER: WHITE WRITING, SUB. 20. INK: BLACK

FLAT SIZE: 216mm (8

⁄2 ")  279mm (11")

PERFORATE: (NONE)

Give form to the

requester. Do not

send to the IRS.

Form W-9

Request for Taxpayer

Identification Number and Certification

(Rev. November 2005)

Department of the Treasury

Internal Revenue Service

Name (as shown on your income tax return)

List account number(s) here (optional)

Address (number, street, and apt. or suite no.)

City, state, and ZIP code

Print or type

See Specific Instructions on page 2.

Taxpayer Identification Number (TIN)

Enter your TIN in the appropriate box. The TIN provided must match the name given on Line 1 to avoid

backup withholding. For individuals, this is your social security number (SSN). However, for a resident

alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it is

your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3.

Social security number

––

Requester’s name and address (optional)

Employer identification number

Note. If the account is in more than one name, see the chart on page 4 for guidelines on whose

number to enter.

–

Certification

1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and

I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal

Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has

notified me that I am no longer subject to backup withholding, and

Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup

withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply.

For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement

arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the Certification, but you must

provide your correct TIN. (See the instructions on page 4.)

Sign

Here

Signature of

U.S. person

䊳

Date

䊳

Purpose of Form

Form W-9 (Rev. 11-2005)

Part I

Part II

Business name, if different from above

Cat. No. 10231X

Check appropriate box:

Under penalties of perjury, I certify that:

I.R.S. SPECIFICATIONS

TO BE REMOVED BEFORE PRINTING

DO NOT PRINT — DO NOT PRINT — DO NOT PRINT — DO NOT PRINT

TLS, have you

transmitted all R

text files for this

cycle update?

Date

Action

Revised proofs

requested

Date Signature

O.K. to print

U.S. person. Use Form W-9 only if you are a U.S. person

(including a resident alien), to provide your correct TIN to the

person requesting it (the requester) and, when applicable, to:

1. Certify that the TIN you are giving is correct (or you are

waiting for a number to be issued),

2. Certify that you are not subject to backup withholding, or

3. Claim exemption from backup withholding if you are a

U.S. exempt payee.

3. I am a U.S. person (including a U.S. resident alien).

A person who is required to file an information return with the

IRS, must obtain your correct taxpayer identification number

(TIN) to report, for example, income paid to you, real estate

transactions, mortgage interest you paid, acquisition or

abandonment of secured property, cancellation of debt, or

contributions you made to an IRA.

Individual/

Sole proprietor

Corporation

Partnership

Other

䊳

Exempt from backup

withholding

Note. If a requester gives you a form other than Form W-9 to

request your TIN, you must use the requester’s form if it is

substantially similar to this Form W-9.

● An individual who is a citizen or resident of the United

States,

● A partnership, corporation, company, or association

created or organized in the United States or under the laws

of the United States, or

● Any estate (other than a foreign estate) or trust. See

Regulations sections 301.7701-6(a) and 7(a) for additional

information.

For federal tax purposes, you are considered a person if you

are:

In 3 above, if applicable, you are also certifying that as a

U.S. person, your allocable share of any partnership income

from a U.S. trade or business is not subject to the

withholding tax on foreign partners’ share of effectively

connected income.

Special rules for partnerships. Partnerships that conduct a

trade or business in the United States are generally required

to pay a withholding tax on any foreign partners’ share of

income from such business. Further, in certain cases where a

Form W-9 has not been received, a partnership is required to

presume that a partner is a foreign person, and pay the

withholding tax. Therefore, if you are a U.S. person that is a

partner in a partnership conducting a trade or business in the

United States, provide Form W-9 to the partnership to

establish your U.S. status and avoid withholding on your

share of partnership income.

The person who gives Form W-9 to the partnership for

purposes of establishing its U.S. status and avoiding

withholding on its allocable share of net income from the

partnership conducting a trade or business in the United

States is in the following cases:

● The U.S. owner of a disregarded entity and not the entity,

INSTRUCTIONS TO PRINTERS

FORM W-9, PAGE 2 of 4

MARGINS: TOP 13 mm (

⁄2"), CENTER SIDES. PRINTS: HEAD to HEAD

PAPER: WHITE WRITING, SUB. 20. INK: BLACK

FLAT SIZE: 216 mm (8

⁄2")  279 mm (11")

PERFORATE: (NONE)

Form W-9 (Rev. 11-2005) Page 2

Sole proprietor. Enter your individual name as shown on

your income tax return on the “Name” line. You may enter

your business, trade, or “doing business as (DBA)” name on

the “Business name” line.

I.R.S. SPECIFICATIONS

TO BE REMOVED BEFORE PRINTING

DO NOT PRINT — DO NOT PRINT — DO NOT PRINT — DO NOT PRINT

Other entities. Enter your business name as shown on

required federal tax documents on the “Name” line. This

name should match the name shown on the charter or other

legal document creating the entity. You may enter any

business, trade, or DBA name on the “Business name” line.

If the account is in joint names, list first, and then circle,

the name of the person or entity whose number you entered

in Part I of the form.

Limited liability company (LLC). If you are a single-member

LLC (including a foreign LLC with a domestic owner) that is

disregarded as an entity separate from its owner under

Treasury regulations section 301.7701-3, enter the owner’s

name on the “Name” line. Enter the LLC’s name on the

“Business name” line. Check the appropriate box for your

filing status (sole proprietor, corporation, etc.), then check

the box for “Other” and enter “LLC” in the space provided.

Specific Instructions

Name

Exempt From Backup Withholding

5. You do not certify to the requester that you are not

subject to backup withholding under 4 above (for reportable

interest and dividend accounts opened after 1983 only).

Certain payees and payments are exempt from backup

withholding. See the instructions below and the separate

Instructions for the Requester of Form W-9.

Civil penalty for false information with respect to

withholding. If you make a false statement with no

reasonable basis that results in no backup withholding, you

are subject to a $500 penalty.

Criminal penalty for falsifying information. Willfully

falsifying certifications or affirmations may subject you to

criminal penalties including fines and/or imprisonment.

Penalties

Failure to furnish TIN. If you fail to furnish your correct TIN

to a requester, you are subject to a penalty of $50 for each

such failure unless your failure is due to reasonable cause

and not to willful neglect.

Misuse of TINs. If the requester discloses or uses TINs in

violation of federal law, the requester may be subject to civil

and criminal penalties.

If you are an individual, you must generally enter the name

shown on your income tax return. However, if you have

changed your last name, for instance, due to marriage

without informing the Social Security Administration of the

name change, enter your first name, the last name shown on

your social security card, and your new last name.

If you are exempt, enter your name as described above and

check the appropriate box for your status, then check the

“Exempt from backup withholding” box in the line following

the business name, sign and date the form.

4. The IRS tells you that you are subject to backup

withholding because you did not report all your interest and

dividends on your tax return (for reportable interest and

dividends only), or

3. The IRS tells the requester that you furnished an

incorrect TIN,

2. You do not certify your TIN when required (see the Part

II instructions on page 4 for details),

You will not be subject to backup withholding on payments

you receive if you give the requester your correct TIN, make

the proper certifications, and report all your taxable interest

and dividends on your tax return.

1. You do not furnish your TIN to the requester,

What is backup withholding? Persons making certain

payments to you must under certain conditions withhold and

pay to the IRS 28% of such payments (after December 31,

2002). This is called “backup withholding.” Payments that

may be subject to backup withholding include interest,

dividends, broker and barter exchange transactions, rents,

royalties, nonemployee pay, and certain payments from

fishing boat operators. Real estate transactions are not

subject to backup withholding.

Payments you receive will be subject to backup

withholding if:

If you are a nonresident alien or a foreign entity not subject

to backup withholding, give the requester the appropriate

completed Form W-8.

Example. Article 20 of the U.S.-China income tax treaty

allows an exemption from tax for scholarship income

received by a Chinese student temporarily present in the

United States. Under U.S. law, this student will become a

resident alien for tax purposes if his or her stay in the United

States exceeds 5 calendar years. However, paragraph 2 of

the first Protocol to the U.S.-China treaty (dated April 30,

1984) allows the provisions of Article 20 to continue to apply

even after the Chinese student becomes a resident alien of

the United States. A Chinese student who qualifies for this

exception (under paragraph 2 of the first protocol) and is

relying on this exception to claim an exemption from tax on

his or her scholarship or fellowship income would attach to

Form W-9 a statement that includes the information

described above to support that exemption.

Note. You are requested to check the appropriate box for

your status (individual/sole proprietor, corporation, etc.).

4. The type and amount of income that qualifies for the

exemption from tax.

5. Sufficient facts to justify the exemption from tax under

the terms of the treaty article.

Nonresident alien who becomes a resident alien.

Generally, only a nonresident alien individual may use the

terms of a tax treaty to reduce or eliminate U.S. tax on

certain types of income. However, most tax treaties contain a

provision known as a “saving clause.” Exceptions specified

in the saving clause may permit an exemption from tax to

continue for certain types of income even after the recipient

has otherwise become a U.S. resident alien for tax purposes.

If you are a U.S. resident alien who is relying on an

exception contained in the saving clause of a tax treaty to

claim an exemption from U.S. tax on certain types of income,

you must attach a statement to Form W-9 that specifies the

following five items:

1. The treaty country. Generally, this must be the same

treaty under which you claimed exemption from tax as a

nonresident alien.

2. The treaty article addressing the income.

3. The article number (or location) in the tax treaty that

contains the saving clause and its exceptions.

Also see Special rules regarding partnerships on page 1.

Foreign person. If you are a foreign person, do not use

Form W-9. Instead, use the appropriate Form W-8 (see

Publication 515, Withholding of Tax on Nonresident Aliens

and Foreign Entities).

● The U.S. grantor or other owner of a grantor trust and not

the trust, and

● The U.S. trust (other than a grantor trust) and not the

beneficiaries of the trust.

INSTRUCTIONS TO PRINTERS

FORM W-9, PAGE 3 of 4

MARGINS: TOP 13 mm (

⁄2"), CENTER SIDES. PRINTS: HEAD to HEAD

PAPER: WHITE WRITING, SUB. 20. INK: BLACK

FLAT SIZE: 216 mm (8

⁄2")  279 mm (11")

PERFORATE: (NONE)

I.R.S. SPECIFICATIONS

TO BE REMOVED BEFORE PRINTING

DO NOT PRINT — DO NOT PRINT — DO NOT PRINT — DO NOT PRINT

Form W-9 (Rev. 11-2005) Page 3

Part I. Taxpayer Identification

Number (TIN)

Enter your TIN in the appropriate box. If you are a resident

alien and you do not have and are not eligible to get an SSN,

your TIN is your IRS individual taxpayer identification number

(ITIN). Enter it in the social security number box. If you do

not have an ITIN, see How to get a TIN below.

How to get a TIN. If you do not have a TIN, apply for one

immediately. To apply for an SSN, get Form SS-5,

Application for a Social Security Card, from your local Social

Security Administration office or get this form online at

www.socialsecurity.gov. You may also get this form by

calling 1-800-772-1213. Use Form W-7, Application for IRS

Individual Taxpayer Identification Number, to apply for an

ITIN, or Form SS-4, Application for Employer Identification

Number, to apply for an EIN. You can apply for an EIN online

by accessing the IRS website at www.irs.gov/businesses and

clicking on Employer ID Numbers under Related Topics. You

can get Forms W-7 and SS-4 from the IRS by visiting

www.irs.gov or by calling 1-800-TAX-FORM

(1-800-829-3676).

If you are asked to complete Form W-9 but do not have a

TIN, write “Applied For” in the space for the TIN, sign and

date the form, and give it to the requester. For interest and

dividend payments, and certain payments made with respect

to readily tradable instruments, generally you will have 60

days to get a TIN and give it to the requester before you are

subject to backup withholding on payments. The 60-day rule

does not apply to other types of payments. You will be

subject to backup withholding on all such payments until you

provide your TIN to the requester.

If you are a sole proprietor and you have an EIN, you may

enter either your SSN or EIN. However, the IRS prefers that

you use your SSN.

If you are a single-owner LLC that is disregarded as an

entity separate from its owner (see Limited liability company

(LLC) on page 2), enter your SSN (or EIN, if you have one). If

the LLC is a corporation, partnership, etc., enter the entity’s

EIN.

Note. See the chart on page 4 for further clarification of

name and TIN combinations.

Note. Writing “Applied For” means that you have already

applied for a TIN or that you intend to apply for one soon.

Caution: A disregarded domestic entity that has a foreign

owner must use the appropriate For m W-8.

9. A futures commission merchant registered with the

Commodity Futures Trading Commission,

10. A real estate investment trust,

11. An entity registered at all times during the tax year

under the Investment Company Act of 1940,

12. A common trust fund operated by a bank under

section 584(a),

13. A financial institution,

14. A middleman known in the investment community as a

nominee or custodian, or

15. A trust exempt from tax under section 664 or

described in section 4947.

THEN the payment is exempt

for . . .

IF the payment is for . . .

All exempt recipients except

for 9

Interest and dividend payments

Exempt recipients 1 through 13.

Also, a person registered under

the Investment Advisers Act of

1940 who regularly acts as a

broker

Broker transactions

Exempt recipients 1 through 5Barter exchange transactions

and patronage dividends

Generally, exempt recipients

1 through 7

Payments over $600 required

to be reported and direct

sales over $5,000

See Form 1099-MISC, Miscellaneous Income, and its instructions.

However, the following payments made to a corporation (including gross

proceeds paid to an attorney under section 6045(f), even if the attorney is a

corporation) and reportable on Form 1099-MISC are not exempt from

backup withholding: medical and health care payments, attorneys’ fees; and

payments for services paid by a federal executive agency.

The chart below shows types of payments that may be

exempt from backup withholding. The chart applies to the

exempt recipients listed above, 1 through 15.

7. A foreign central bank of issue,

8. A dealer in securities or commodities required to register

in the United States, the District of Columbia, or a

possession of the United States,

Exempt payees. Backup withholding is not required on any

payments made to the following payees:

1. An organization exempt from tax under section 501(a),

any IRA, or a custodial account under section 403(b)(7) if the

account satisfies the requirements of section 401(f)(2),

2. The United States or any of its agencies or

instrumentalities,

3. A state, the District of Columbia, a possession of the

United States, or any of their political subdivisions or

instrumentalities,

4. A foreign government or any of its political subdivisions,

agencies, or instrumentalities, or

5. An international organization or any of its agencies or

instrumentalities.

Other payees that may be exempt from backup

withholding include:

6. A corporation,

Generally, individuals (including sole proprietors) are not

exempt from backup withholding. Corporations are exempt

from backup withholding for certain payments, such as

interest and dividends.

Note. If you are exempt from backup withholding, you

should still complete this form to avoid possible erroneous

backup withholding.

INSTRUCTIONS TO PRINTERS

FORM W-9, PAGE 4 of 4

MARGINS: TOP 13 mm (

⁄2"), CENTER SIDES. PRINTS: HEAD to HEAD

PAPER: WHITE WRITING, SUB. 20. INK: BLACK

FLAT SIZE: 216 mm (8

⁄2")  279 mm (11")

PERFORATE: (NONE)

Form W-9 (Rev. 11-2005) Page 4

I.R.S. SPECIFICATIONS

TO BE REMOVED BEFORE PRINTING

DO NOT PRINT — DO NOT PRINT — DO NOT PRINT — DO NOT PRINT

What Name and Number To Give the

Requester

Give name and SSN of:For this type of account:

The individual1. Individual

The actual owner of the account

or, if combined funds, the first

individual on the account

2. Two or more individuals (joint

account)

The minor

3. Custodian account of a minor

(Uniform Gift to Minors Act)

The grantor-trustee

4. a. The usual revocable

savings trust (grantor is

also trustee)

1. Interest, dividend, and barter exchange accounts

opened before 1984 and broker accounts considered

active during 1983. You must give your correct TIN, but you

do not have to sign the certification.

The actual owner

b. So-called trust account

that is not a legal or valid

trust under state law

2. Interest, dividend, broker, and barter exchange

accounts opened after 1983 and broker accounts

considered inactive during 1983. You must sign the

certification or backup withholding will apply. If you are

subject to backup withholding and you are merely providing

your correct TIN to the requester, you must cross out item 2

in the certification before signing the form.

The owner

5. Sole proprietorship or

single-owner LLC

Give name and EIN of:

For this type of account:

3. Real estate transactions. You must sign the

certification. You may cross out item 2 of the certification.

A valid trust, estate, or

pension trust

Legal entity

4. Other payments. You must give your correct TIN, but

you do not have to sign the certification unless you have

been notified that you have previously given an incorrect TIN.

“Other payments” include payments made in the course of

the requester’s trade or business for rents, royalties, goods

(other than bills for merchandise), medical and health care

services (including payments to corporations), payments to a

nonemployee for services, payments to certain fishing boat

crew members and fishermen, and gross proceeds paid to

attorneys (including payments to corporations).

The corporationCorporate or LLC electing

corporate status on Form

8832

The organizationAssociation, club, religious,

charitable, educational, or

other tax-exempt organization

5. Mortgage interest paid by you, acquisition or

abandonment of secured property, cancellation of debt,

qualified tuition program payments (under section 529),

IRA, Coverdell ESA, Archer MSA or HSA contributions or

distributions, and pension distributions. You must give

your correct TIN, but you do not have to sign the

certification.

The partnershipPartnership or multi-member

LLC

The broker or nomineeA broker or registered

nominee

10.

The public entityAccount with the Department

of Agriculture in the name of

a public entity (such as a

state or local government,

school district, or prison) that

receives agricultural program

payments

11.

Privacy Act Notice

List first and circle the name of the person whose number you furnish. If

only one person on a joint account has an SSN, that person’s number must

be furnished.

Circle the minor’s name and furnish the minor’s SSN.

You must show your individual name and you may also enter your business

or “DBA” name on the second name line. You may use either your SSN or

EIN (if you have one). If you are a sole proprietor, IRS encourages you to

use your SSN.

List first and circle the name of the legal trust, estate, or pension trust. (Do

not furnish the TIN of the personal representative or trustee unless the legal

entity itself is not designated in the account title.) Also see Special rules

regarding partnerships on page 1.

Note. If no name is circled when more than one name is

listed, the number will be considered to be that of the first

name listed.

Sole proprietorship or

single-owner LLC

The owner

12.

Part II. Certification

For a joint account, only the person whose TIN is shown in

Part I should sign (when required). Exempt recipients, see

Exempt From Backup Withholding on page 2.

You must provide your TIN whether or not you are required to file a tax return. Payers must generally withhold 28% of taxable

interest, dividend, and certain other payments to a payee who does not give a TIN to a payer. Certain penalties may also apply.

To establish to the withholding agent that you are a U.S.

person, or resident alien, sign Form W-9. You may be

requested to sign by the withholding agent even if items 1, 4,

and 5 below indicate otherwise.

Section 6109 of the Internal Revenue Code requires you to provide your correct TIN to persons who must file information returns

with the IRS to report interest, dividends, and certain other income paid to you, mortgage interest you paid, the acquisition or

abandonment of secured property, cancellation of debt, or contributions you made to an IRA, or Archer MSA or HSA. The IRS

uses the numbers for identification purposes and to help verify the accuracy of your tax return. The IRS may also provide this

information to the Department of Justice for civil and criminal litigation, and to cities, states, the District of Columbia, and U.S.

possessions to carry out their tax laws. We may also disclose this information to other countries under a tax treaty, to federal

and state agencies to enforce federal nontax criminal laws, or to federal law enforcement and intelligence agencies to combat

terrorism.

Signature requirements. Complete the certification as

indicated in 1 through 5 below.

ADMINISTRATIVE SERVICES

DONATION ACCEPTANCE PROCEDURE

AT THE DEPARTMENT LEVEL:

1. Department determines appropriateness and accepts donation

2. Department representative provides donor with donation form. Note: Staff are not to assume

responsibility for appraising the value of gifts made to the district.

3. Donor completes section #1 of donation form and returns to department representative. (Form is

available from Linda Reed in Administrative Services.)

4. AHC representative completes and signs section #2 of form.

5. Department makes copies for: dean/director

vice president

department’s copy

6. Follow the appropriate procedures below depending on the value of the donation.

DONATIONS VALUED AT

$1 00

OR LESS

Follow steps 1 through 5 above.

• Prepare memo explaining the merits of the donation and how it will benefit your program. Forward

memo and

copy

of donation form to the appropriate dean, director, or vice president.

• Department chair/faculty member writes thank you letter to donor.

• Forward

original

donation form to Linda Reed in Administrative Services, with section #2 completed.

DONATIONS VALUED AT

$1 00 AND LESS THAN $500

Follow steps 1 through 5 above.

• Prepare memo explaining the merits of the donation and how it will benefit your program. Forward

memo and

copy

of donation form to the appropriate dean, director, or vice president.

•

Department/faculty member (dean/director optional) writes

thank you letter to donor.

• Forward

original

donation form to Linda Reed in Administrative Services, with section #2 completed.

DONATIONS VALUED AT

$500 OR MORE

(requires board of trustees acceptance):

Follow steps 1 through 5 above.

• Prepare memo explaining the merits of the donation and how it will benefit your program.

Note: This memo provides the background information for board of trustees agenda item.

PLEASE PROVIDE SUFFICIENT DESCRIPTION INFORMATION!

• Forward memo and

copy

of donation form to the appropriate dean, director, or vice president.

• Forward the

original

donation form and a

copy

of the memo to Linda Reed in Administrative Services.

Linda prepares agenda item for board of trustees to accept donation. Check with Linda on deadline

for agenda items for next board meeting.

• Board of trustees accepts item.

•

President’s office

generates thank you letter to donor. (Department chair may thank donor also.)

C:/procedure/donation

3/1/05

DONATIONS

The following is a good faith estimate of the value of goods or services donated to Allan

Hancock College. Please complete the following information and return to the college. Keep a

copy for your records.

SECTION #1, DONOR COMPLETES

DONATION DESCRIPTION:

Please provide a full description of the donation and its intended use. (Include any specific

criteria associated with donation if desired.) ________________________________________

Donor’s Name ___________________________________________________________________

(If donor is a company or organization, please print name of contact person also.)

Donor’s Mailing Address _________________________________________________________

City ______________________________Zip___________ Phone ______________________

Donor’s Signature Date

The gift is valued by the donor at $_____________



The gift was delivered



The gift will be delivered



AHC will pick up gift

An itemized list of material(s)/equipment is attached



YES



NOTICE TO DONOR

The amount of the contribution that is deductible for income tax purposes is limited to the

value of the goods/services provided by the donor under the guidelines established by the IRS.

Donor - Keep a copy of this form for your records. Please return this form to the department

representative, Allan Hancock College, 800 S. College Drive, Santa Maria, CA 93454.

SECTION #2, DEPARTMENT USE:

Name of Department Utilizing Donation: __________________________________________________

Department Representative-signature: Ext.______ Date:

Where will donation be utilized?  Santa Maria campus  LVC  VAFB Ctr.  Solvang Ctr.



Forward this original completed form to Linda Reed in Administrative Services. Please refer

to donation procedures for acknowledgement of gift (posted on myHancock in Doc/Forms Library).

SECTION #3, ADMINISTRATIVE SERVICES USE:

Board acceptance date (donations over $500) ____________

Notes: _________________________________________________________________________

Copies: President’s Office, Academic Affairs Vice President’s Office

C:\Users\hschroff\Desktop\Donation Form.doc Rev. 1/25/12

Allan Hancock Joint Community College District

Field Trip/Excursion Request

Instructor/Advisor: ___________________________________________________________________

Class(Name/Number/Section) Club: ____________________________________________________

Activity(ies) Destination (s) ___________________________________________________________

______________________________________ __________________________________________

Departure Date: _______________________ Return Date: _____________________

Departure Time: _______________________ Return Time: _____________________

Describe the objectives of the proposed activity and how they relate to course/program/club

content/objectives.

__________________________________________________________________________________________

Transportation: Provided by college ___________

Responsibility of students ___________

Attach roster of proposed participants.

Signed participation form(s) to be signed by each participant:

 Field trip/excursion notice

 Acknowledgement and Assumption of Potential Risk

 Voluntary Activity Waiver

 Other _______________________________________________________________

Requested by: ______________________________________ Date __________________

Instructor/Advisor

 Approved

 Rejected Reason: __________________________________________________________

By: ___________________________________________ Date ____________________

EXCURSION/FIELD TRIP NOTICE

AND

MEDICAL AUTHORIZATION

Name of District:

Allan Hancock Joint Community College District

Activity/Class:

Advisor/Instructor:

Destination:

Departure Date & Time:

Return Date & Time:

As stated in California Code of Regulations, Subchapter 5, Section 55450, I understand that I

hold the Allan Hancock Joint Community College District, its officers, agents and employees

harmless from any and all liability or claims arising out of or in connection with my participation

in this activity.

Transportation: Students are responsible for their own transportation unless otherwise advised in

writing. Therefore, the college assumes no liability or responsibility.

The Undersigned also understands that he/she is to conduct him/herself in a responsible manner

and shall abide by the California State Education Code and Allan Hancock College policy which

prohibits alcoholic beverages or illegal substances being consumed during a college activity

regardless of the student's age.

In the event of any illness or injury, I hereby consent to whatever x-ray, examination, anesthetic,

medical, surgical or dental diagnosis or treatment and hospital care from a licensed physician

and/or surgeon as deemed necessary for my safety and welfare. It is understood that the

resulting expenses will be the responsibility of the participant.

Signature:

Date:

Address:

Phone:

Medical Insurance Carrier Policy No Address

In the event of illness or accident, please notify:

Name & Relationship Address Phone

If there are any special medical problems, kindly attach a description of the problem to this sheet.

C:\Users\hschroff\Desktop\medicalrelease wvr.doc 12/98

ACKNOWLEDGEMENT AND ASSUMPTION OF POTENTIAL RISK

Use with all sports, recreation, and high risk classes, i.e., athletics, public safety, performing arts, labs, dance.

___________________________________________ wishes to participate in the Allan Hancock Joint

(PRINTED NAME)

Community College District sponsored activity(ies) of .

I understand and acknowledge that these activities, by their very nature, pose the potential risk of serious

injury/illness to individuals who participate. I understand and acknowledge that some of the injuries/

illnesses that may result from participating in these activities include, but are not limited to, the following:

1. sprains/strains

2. fractured bones

3. unconsciousness

4. head/back injuries

5. paralysis

6. loss of eyesight

7. death

8. communicable

diseases

I understand and acknowledge that participation in these activities is completely voluntary and as such is not

required by the District.

I understand and acknowledge that in order to participate in these activities, I agree to assume liability and

responsibility for any and all potential risks that may be associated with participation in such activities.

I understand, acknowledge, and agree that the District, its employees, officers, agent, or volunteers, shall not be

liable for any injury/illness suffered by me as a result of my actions that is incidental to and/or associated with

preparing for and/or participating in the activity(ies).

Unless otherwise advised, I understand that I am responsible for my own transportation to and from the

activity(ies) and the college assumes no liability for loss or injury resulting from my transportation, and any

person driving a personal vehicle is not an agent of the District. Although the college may assist in coordinating

the transportation, any assistance and/or recommendations provided may not be mandatory.

If the college is providing transportation but I do not use the transportation, I am responsible to make my own

transportation arrangements, and the college assumes no responsibility or liability of any kind.

I have no known medical condition that may pose a health and/or safety risk to me or others by participating in

the activity(ies).

I acknowledge that I have carefully read this ACKNOWLEDGMENT AND ASSUMPTION OF POTENTIAL

RISK form and that I understand and agree to its terms.

Student Signature

Date

Parent’s Signature (if minor)

Date

IMPORTANT NOTE: Before a student will be allowed to participate in the above activity(ies), a signed

Acknowledgment and Assumption of Potential Risk form must be on file each semester and retained within the

department for 14 months from the end of activity per the statute of limitation (Gov. Code Sec. 911.2).

C:\Users\hschroff\Desktop\Assumption of Risk.docx revised 8/13/09; 4/2/13

VOLUNTARY ACTIVITY WAIVER RELEASE & INDEMNITY AGREEMENT

For and in consideration of permitting __________________________________to participate in

(Participant)

____________________________, the undersigned hereby voluntarily releases, discharges, waives

and relinquishes any and all actions or causes of action for personal injury, property damage or

wrongful death occurring to him/herself arising as a result of engaging or receiving instructions in

said activity or any activities incidental thereto wherever or however the same may occur and

continue, and the undersigned does for him/herself, his/her heirs, executors, administrators and

assigns hereby release, waive, discharge and relinquish any action or causes of action, aforesaid,

which may hereafter arise for him/herself and for his/her estate, and agrees that under no

circumstances will he/she or his/her heirs, executors, administrators and assigns prosecute, present

any claim for personal injury, property damage or wrongful death against the Allan Hancock Joint

Community College District or any of its officers, agents or employees for any of said causes of

action, whether the same shall arise by the negligence of any of said persons, or otherwise.

IT IS THE INTENTION OF THE ABOVE-NAMED PARTICIPANT BY THIS

INSTRUMENT, TO EXEMPT AND RELIEVE THE ALLAN HANCOCK JOINT

COMMUNITY COLLEGE DISTRICT FROM LIABILITY FOR PERSONAL INJURY,

PROPERTY DAMAGE OR WRONGFUL DEATH CAUSED BY NEGLIGENCE.

The undersigned, for him/herself, his/her heirs, executors, administrators or assigns, agrees that in

the event any claim for personal injury, property damage or wrongful death shall be prosecuted

against the Allan Hancock Joint Community College District, he/she shall indemnify and save

harmless the same Allan Hancock Joint Community College District from any and claims or causes

of action by whomever or wherever made or presented for personal injuries, property damage or

wrongful death.

The undersigned acknowledges that he/she has read the foregoing Waiver of Liability Notice and

the foregoing three (3) paragraphs, has been fully and completely advised of the potential dangers

incidental to engaging in the activity and instructing of ________________________________ ,

and is fully aware of the legal consequences of signing the within instrument.

__________________________________________________ _____________________

Signature (Participant) Date

__________________________________________________ _____________________

Signature (Witness) Date

C:Insurance/Voluntary Activity Waiver Release from Keenan.doc

ALLAN HANCOCK JOINT

COMMUNITY COLLEGE DISTRICT

VOLUNTARY TRANSPORTATION AGREEMENT

Student Name:

________________

Activity(ies):

_____________

understand the Allan Hancock Joint Community College District is/is not providing

transportation to and from the above activity(ies).

do not wish to avail myself to the

transportation provided by the college.

The above student hereby requests permission to provide for his/her own transportation

at his/her own expense.

It is fully understood that the college is in no way responsible, nor does the

college

assume liability, for any injuries or losses resulting from this transportation. Although

the

college may assist in coordinating transportation and/or recommending travel time,

routes, carpooling, or caravanning to or from this activity,

fully understand that

such

recommendations are not mandatory.

also understand that the driver of the vehicle in which

am riding is not driving as

agent of or on behalf of the college, and the college has not confirmed liability

insurance

coverage, driver's license status or the condition of the vehicle.

Student Signature

Date

STEPS FOR SUCCESSFUL CONFERENCE OR MEETING ATTENDANCE

_______________________________

Name of Conference/Meeting Date of Conference/Meeting

________________________________

Location of Conference/Meeting

I understand that I am attending this activity as a member of the ___________________________

and a representative of Allan Hancock College. As such, I am expected to comply fully with all articles

in the Allan Hancock College Standards (or Guidelines) of Student Conduct as listed in the College

Catalog and on the College Website. I understand that I am to conduct myself in a responsible

manner and agree to the following:

** NO ALCOHOLIC BEVERAGES; DRUGS. California State Education Code and Allan Hancock

College prohibit alcoholic beverages or illegal substances being consumed during a college

function regardless of student’s age. (Information on prescription drugs should be included on the

medical consent form in advance of my trip.)

** Under no circumstances will co-ed roomates be permitted.

** I am responsible for my own behavior and conduct, and I will not be under direct supervision of

college staff.

** No inappropriate behavior will be allowed, nor any behavior that would endanger the signatory

or others. Any member that causes damages to the facility is liable for replacement cost.

** No outside visitors will be permitted to participate in conference activities.

** Any exceptional cases must be approved by the Club or ASBG Advisor before the conference.

By signing below, I accept the terms outlined above and I fully understand that violation of any part of

this agreement may result in possible disciplinary action and immediate dismissal from the

conference/workshop, and I will then be responsible for arranging to return to my home at my own

expense.

Signature of Participant Printed Name Date

Signature of Advisor Printed Name Date

Advisor must have a copy of this agreement on file for all conference/meeting attendees prior to

leaving.

REPRODUCE THIS ORIGINAL FORM FOR EACH PARTICIPANT.

The club or ASBG Advisor must obtain a completed form for each participant and should

maintain on file for one year.

Distribution of Copies: Original – Business Services Approved Copy – Applicant Copy – Plant Services

DISTRICT TRAVEL REQUEST

I request approval for the following trip, which is for the benefit of the college. Submit the travel request form at least

two weeks prior to the activity. An approved copy will be returned to the applicant. Please attach trip information.

District Employee(s) Making Trip:

______________________________________________

Department: ___________________________________

Number of Students: _______

Conference/Workshop:

(Spell out association name)

_____________________________________________

Purpose of Trip: _______________________________

_____________________________________________

Date Submitted: ________________________________

Destination: ____________________________________

Address: ______________________________________

______________________________________________

Telephone # at Destination:________________________

(mandatory)

Account Code(s) to be Charged:

______________________________________________

Time am

Date of Trip: _____/_____/_____ Leaving: _______ pm

Time am

Date of Return: _____/_____/_____Returning:______pm

Cost of Travel to be Paid by District:

Conference Registration (1) $_________________

Lodging (2) $_________________

Meals $_________________

Parking $_________________

Shuttle or Taxi $_________________

Car Rental $_________________

Air Fare $_________________

Mileage ______ x $.445 $_________________

Other: _________________ $_________________

______________________ $_________________

District Vehicle (3)_______

 Yes  No

Total Estimated Cost: $_________________

____________________________________________

Signature of Applicant Date

(1) If prepayment is required, attach a Request For

Commercial Warrant or Revolving Cash Fund Check

with support documentation.

(2) Room guarantee required?  Yes  No

Personal credit card  or District 

Confirmation number:_________________________

(3) Employees must contact Plant Services, ext. 3225, to

reserve a District vehicle. Keys must be checked out

from Plant Services prior to 4:00 p.m. on a regular

working day.

Will any travel expense be paid or reimbursed by another

agency?  Yes  No If yes, amount?_______________

Name of agency? ________________________________

Authorization and Approvals

__________________________________________ ____________________________________________

Signature of Department Head/Supervisor Date Signature of Cabinet-level Administrator Date

__________________________________________ ____________________________________________

Signature of Supervising Administrator Date Signature of Superintendent/President Date

(required for out-of-state travel)

.56

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