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
2
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
3
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
4
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.
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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)
6
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.
7
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
8
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 gangnor is it to remain
conspicuously aloof from the group. The effective advisor is one who will render advice
9
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.
10
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.
11
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 sayI”, say “the Chair”).
4. Maintain order.
12
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.
13
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
14
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
15
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.
16
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.
17
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.
18
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.
19
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.
20
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.
21
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.
22
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.
23
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.
24
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.
25
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.
26
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)
27
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
FundraisingClub 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 majoritytwo- 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
1.
11.
2.
12.
3.
13.
4.
14.
5.
15.
6.
16.
7.
17.
8.
18.
9.
19.
10.
20.
30
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:
Printed:
Signature:
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
31
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
32
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
34
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
OF
2 WEEKS PRIOR TO THE
EVENT.
1. Club:
_
2. Type of fund raising activities: (Food sa
l
es-
indicate what type of food is
being
sold. Also,
at
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 ________________ __
6.
Area to be used:
__
_
8. Budget for activity
-
complete
fully:
Cost
of
goods
and/o
r
services
(i
f
donated,
indicat
e
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
on
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
$
42
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.
43
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 (
1
2 "), CENTER SIDES. PRINTS: HEAD to HEAD
PAPER: WHITE WRITING, SUB. 20. INK: BLACK
FLAT SIZE: 216mm (8
1
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
or
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
2.
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
Date
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:
3
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
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 (
1
2"), CENTER SIDES. PRINTS: HEAD to HEAD
PAPER: WHITE WRITING, SUB. 20. INK: BLACK
FLAT SIZE: 216 mm (8
1
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.
3
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 (
1
2"), CENTER SIDES. PRINTS: HEAD to HEAD
PAPER: WHITE WRITING, SUB. 20. INK: BLACK
FLAT SIZE: 216 mm (8
1
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
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
1
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.
1
2
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,
2
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 (
1
2"), CENTER SIDES. PRINTS: HEAD to HEAD
PAPER: WHITE WRITING, SUB. 20. INK: BLACK
FLAT SIZE: 216 mm (8
1
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
1
2. Two or more individuals (joint
account)
The minor
2
3. Custodian account of a minor
(Uniform Gift to Minors Act)
The grantor-trustee
1
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
1
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
3
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
6.
Legal entity
4
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
7.
The organizationAssociation, club, religious,
charitable, educational, or
other tax-exempt organization
8.
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
9.
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
3
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.
3
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.
1
2
3
4
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
NO
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 Presidents 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):
_____________
I
understand the Allan Hancock Joint Community College District is/is not providing
transportation to and from the above activity(ies).
I
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,
I
fully understand that
such
recommendations are not mandatory.
I
also understand that the driver of the vehicle in which
I
am riding is not driving as
an
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 students 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.
C
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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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Internet Access
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