Author: lsingletary

Wenatchee
Valley College

ASWVC
Club Handbook

2019 - 2020

Last Updated: June 25, 2019

Welcome from the Student Leadership & Engagement Coordinator 3
Contact List 4
Definition of Terms 5
Club Services & Resources 6
WVC Club Business Timeline 6
Certified Club Guidelines 7
Expectations of Club Officers 8
Expectations of Faculty and Staff Advisors 8
Clubs Rules and Regulations 9
Interclub Council 10
Interclub Council Rights & Responsibilities 11
Club Funding 12
Spending Guidelines 12
Fundraising Guidelines 13
Purchasing Food 13
Travel Procedures 14
Revoking/Suspending Club Status 15
Wenatchee Valley College Club Disclaimer 15
Non-Discrimination Statement 15

Table of Contents

Welcome from the Campus Life Office!
Thank you for taking on a leadership role at our college. We are privileged to get to work so closely with student clubs and advisors. It is our goal to offer you the opportunity for co-curricular and extracurricular activities that enhance the experiences you receive while attending Wenatchee Valley College. WVC Clubs provide an excellent atmosphere for leadership and skill building, with making new friends and of course, having fun!
The mission of Campus Life is to provide you with experiences that support your growth and development, and help you succeed. By joining a club, you open the door to many wonderful experiences and people. Our faculty and staff advisors care about your success and are prepared to provide you with the support you need to excel through your club experience.
Above all, we want you to feel welcome and connected to Wenatchee Valley College. It’s our hope that you enjoy your club experience and make friendships that last a lifetime. If you have any questions, or need help or accommodations, please don’t hesitate to contact myself or our ASWVC Vice President. We look forward to helping you get involved and participate in campus life!
Best Regards,
Michelle Cannaday
Student Leadership & Engagement Coordinator
Wenatchee Valley College

CONTACT LIST

Campus Life: 509.682.6860
campuslife@wvc.edu
Michelle Cannaday Student Leadership & Engagement Coordinator VT5005
mcannaday@wvc.edu
Erin Tofte-Nordvik Assoc. Dean of Campus Life, Equity, & Inclusion VT5005A
etofte@wvc.edu
Associated Students of Wenatchee Valley College (ASWVC): 509.682.6878
ASWVC Executive Board:
Lexie Goodman ASWVC President ASWVC@wvc.edu
Ellie Gear ASWVC Vice President ASWVC@wvc.edu
Lindsay Johnson Secretary ASWVC@wvc.edu
Nathan Nguyen Treasurer ASWVC@wvc.edu
Campus Events Coordinators:
Braxton Igne Director of Campus Activities ASWVCactivities@wvc.edu
Leslie Moreno-Ramirez Director of Public Relations ASWVCactivities@wvc.edu
Rafael Borjas Director of Health and Wellness ASWVCactivities@wvc.edu
Kal Cummings Director of Social & Civic Responsibility ASWVCactivities@wvc.edu
Esmeralda Valencia Director of Diversity ASWVCactivities@wvc.edu
Ambassadors:
Maria Orozco Ambassador ASWVCambassadors@wvc.edu
Ashley Agren Ambassador ASWVCambassadors@wvc.edu

DEFINITION OF TERMS

Club Business Timeline - An established timeframe for the submission of paperwork that is to be processed for an activity, event, or project.
Certified Club - A group of no less than 4 students, that has secured a Club Advisor, submitted the Club Certification and Club Constitution paperwork, and gained the approval of the Campus Life Office, and the ASWVC Student Senate to be recognized as a ASWVC Club.
Club Advisor - Any person presently employed in a professional position at Wenatchee Valley College that wishes to volunteer and take responsibility for guiding an ASWVC Certified Club.
Code of Conduct - The Washington State Community and Technical College system developed a standard code of conduct. Refer to the WVC website for the most up to date version of the Code of Conduct (www.wvc.edu)
College Facilities - Any or all real and personal property owned or operated by Wenatchee Valley College, including all buildings and appurtenances affixed thereon or attached thereto.
Constitution - Established guidelines for the governance of a club; a set of principles regarding the operation of club business.
Co-Curricular Activities - Activities, events, projects, and programs that enhance the learning experience of a student's studies.
Extra-Curricular Activities - Activities, events, projects, and programs that are outside or in addition to a student's usual studies.
Fundraised Funds - Monies obtained through activities, events, or projects that are not derived from student fees.
Interclub Council - An assembly of club representatives, chaired by the ASWVC Vice President, with the purpose of sharing club and campus activities, events, and projects, and voting on club business.
Service and Activity (S&A) Fees - Monies paid by students, with tuition, that are set aside for services and activities to benefit the student body.
Service Project - A club activity done with the intent of serving the campus or community at large without gain for, or to the club, monetary or otherwise.
Student Rights and Responsibilities - To improve our college learning environment, all students are asked to work together to promote positive, respectful interactions on our campus. Student "Rights and Responsibilities" are outlined in the WVC Student Handbook (www.wvc.edu) .

CLUB SERVICES & RESOURCES

Campus Life provides access to the following services and resources to assist club leaders:
All-campus email promotion for events
Basic Office Supplies
Budget Management
Copying & Printing
Faxing
Mailing
Reader Board Messaging
Room Reservations
Sandwich Boards
Social Media
Telephone
For more information about these resources or to find out how to utilize them, contact Campus Life

BUSINESS TIMELINE

Club Service	Required Forms	Timeline for Submission
Posters / Copies	-Activity Request Form / - Purchase Request Form	2 weeks before date / needed
Reserve a Space	-Activity Request Form (Room reservation on back)	2 business weeks before date needed
Food Requests	-Activity Request Form / -Purchase Request Form / -Meals & Light Refreshments form	2 business weeks before date needed
Misc. Expenses and / Supplies	-Activity Request Form / -Purchase Request Form	2 business weeks before date needed
Conferences & / Presentations	-Activity Request - Conference Information & Funding packet	ASAP or at least 4 business weeks before Conference or / Presentation

CERTIFIED CLUB GUIDELINES

In order to conduct business on campus, Certified Clubs must obtain official recognition from the Associated Students of Wenatchee Valley College (ASWVC) Student Senate and Campus Life. Having your club certified allows you to gain access to resources, funding, and leadership training opportunities.
Certification guidelines are as follows:
Submit a completed Club Certification Form and a Club Constitution
Maintain a minimum membership of four currently enrolled students at Wenatchee Valley College, including the club president/official representatives
Club President, officers, and advisor(s) must schedule and complete Club Training with the Campus Life Office and/or ASWVC Vice President prior to being officially recognized by the ASWVC Student Senate
Hold regularly scheduled meetings
Complete at least one service project each academic year
Mandatory participation in Club Showcases (held in the fall and spring)
Mandatory participation in Interclub Council meetings/activities
See ‘Interclub Council’ on page 10 for attendance guidelines

EXPECTATIONS OF CLUB OFFICERS

Be enrolled in at least six credits at WVC with a minimum 2.5 cumulative & quarterly GPA.
Maintain open membership in the organization to all WVC students on a non-discriminatory basis.
Provide for membership in the club or organization which does not eliminate, discriminate, or harass students on the basis of race, creed, color, religion, national or ethnic origin, parental status or families with children, marital status, sex (gender), sexual orientation, gender identity or expression, age, genetic information, honorably discharged veteran or military status, or the presence of any sensory, mental, or physical disability, or the use of a trained guide dog or service animal by a person with a disability.
Exceptions to this are chapters of national associations whose bylaws require limitations on membership. These limits can only be made based on class standing, academic standing, and/or academic major.
Clubs may choose to include non-student guests, so long as it does not limit the participation of WVC Students.
Notify Campus Life Staff of any changes in club name, meeting times/locations, designated leaders, and club purpose by submitting an updated Certification Form. If there is a change in club leaders/officers, the new leaders will attend a training session with the ASWVC Vice President and Campus Life staff
Designate a student representative to attend Interclub Council meetings— See ‘Interclub Council’ for guidelines
Build a positive community within the club and promote leadership development.
Comply with all College rules and regulations as outlined by the WVC Student Code of Conduct , WVC Student Rights and Responsibilities, and uphold the ASWVC Constitution and Bylaws.

EXPECTATIONS OF CLUB ADVISORS

Club advisors must be currently employed in a professional position at Wenatchee Valley College.
Ensure club is student led and student run. Support students to take the lead on activity planning and decision making
Review expenditures of the club and sign necessary forms to comply with state and college policies. When in doubt, consult with the Student Leadership & Engagement Coordinator.
Attend club meetings regularly.
Attend all off-campus events and club trips.
Ensure students comply with all College rules and regulations as outlined by the WVC Student Code of Conduct , WVC Student Rights and Responsibilities, and uphold the ASWVC Constitution and Bylaws and report violations to the Student Leadership & Engagement Coordinator.
Direct all concerns or grievances to the Student Leadership & Engagement Coordinator.

CLUB RULES AND REGULATIONS

S&A funds may be used for co-curricular and extracurricular activities, and may only support student activities and student programs — not instructional programs, personnel, facilities, equipment and maintenance that are considered basic services by the college or supported by existing contracts.
To participate in ASWVC Clubs, members and officers must be in good standing with the college and community.
Off campus bank accounts of any kind are not allowed.
Personally profiting from a club or soliciting from club membership is prohibited.
Alcoholic beverages at any club sponsored function, including meetings, conferences, and events is prohibited.
Individuals not currently employed in a professional position at Wenatchee Valley College are prohibited from serving as club advisors or club officials.
Unapproved purchases or fundraising activities are not allowed, and may result in personal liability.
Clubs may not use non-Wenatchee email accounts for club business - for example: artclub@gmail.com. Email accounts through the college can be set up instead
Religiously affiliated clubs/programs may not use S&A funds for worship or exercise.
Clubs may not use S&A funds to purchase gifts in excess of $25, or for non-students.
Discrimination / Harassment
Clubs must provide open membership which does not eliminate, discriminate, or harass students on the basis of race, creed, color, religion, national or ethnic origin, parental status or families with children, marital status, sex (gender), sexual orientation, gender identity or expression, age, genetic information, honorably discharged veteran or military status, or the presence of any sensory, mental, or physical disability, or the use of a trained guide dog or service animal by a person with a disability, or participation in the complaint process.
Clubs may not use S&A funds to support fundraising activities for outside organizations (non-profits, political organizations, etc.).
Individual club rules or regulations may not supersede Club Handbook rules and regulations.

INTERCLUB COUNCIL

Purpose - The purpose of Interclub Council is to bring representatives from each club together to discuss club business, vote on issues pertaining to clubs, monitor the club budget, and collaborate on activities/events.
Membership - Interclub Council is comprised of at least one representative from each club, the ASWVC Vice President, who service as the Chair of Interclub Council, and the Student Leadership & Engagement Coordinator, who serves as the ASWVC Club Advisor.
Meetings - Interclub Council meets no less than once a month, on a day and time that is established each academic year, dependent on the availability of the Interclub Council Chair, the ASWVC Club Advisor, and the majority vote of the certified clubs.
One representative from each club needs to be present at Interclub Council meetings
Club representatives do not have to be the same person every time, but whomever attends should be aware of current discussions /voting topics, club availability, questions, and needs
Club representatives do not have to be club officers for their club
If more than one club representative attends, one member may sit at the table, additional members may sit along the wall in chairs—only members at the table may vote
Club representatives that are members of multiple clubs, must choose which club they will represent at Interclub Council, as they may only represent one club at a given meeting.
Club representatives should come prepared to vote on club issues and funding requests, and report Interclub Council information to their club at the next club meeting.
Each club is allowed only one vote on behalf of their club – only the member at the table may vote.
Clubs may only miss one meeting per quarter without penalty
Why do we have Interclub Council?
Interclub Council is for representatives from each club to come together in making a variety of decisions that impact clubs, and the club budget. This is place for clubs to get to know one another, and talk about events that they are planning or wish to collaborate on.
What is the role of the Interclub Council Chair?
The ASWVC Vice President of Student Senate serves as the Chair of Interclub Council. The Chair helps to facilitate the Interclub Council meetings by creating an agenda, keeping the time, and taking the minutes. Additionally, the Chair assists the ASWVC Club Advisor with certifying clubs, communicating rules and responsibilities, and collaborating with the advisor and clubs on events.
What is the role of the ASWVC Club Advisor?
The Student Leadership & Engagement Coordinator serves as the ASWVC Club Advisor. The ASWVC Club Advisor is responsible for making sure that clubs are operating within the guidelines set by the college and the Club Handbook. Additionally, the ASWVC Club Advisor coordinates the details of events, processes all club paperwork, and oversees the club budget.

INTERCLUB COUNCIL RIGHTS & RESPONSIBILITIES

You are the voice for your club
Ask
You have the right to ask for more information
You have the right to ask specific questions regarding an event or how funds will be utilized
Make suggestions
You have the right to make suggestions regarding an event and/or funding amount other than what is presented
You have the right to suggest alternative sources of funding
Fundraising
You have the right to suggest that a request be tabled until more information can be provided
Inform your club and advisor
You are responsible for letting your club and advisor know what was discussed in Interclub Council
Take notes if needed
Take an Interclub Council Agenda back to your club
Come to Interclub Council meetings informed and prepared
You are responsible for reading the minutes from prior meetings so that you are aware of current issues/discussions, and prepared to vote on agenda items
You are responsible for knowing the limitations of your schedule when voting on times/days for all-club events
If you cannot be present at a mandatory event, you are responsible for letting your club and Advisor know of the day/time so that someone in the club is present
This is the time and place
Interclub Council is where you should voice any opinions, questions, or concerns regarding the use, or allocation of club funds, club activities, and Interclub Council decisions
If you are not comfortable voicing your opinion, you may not be the right person to represent your club
Once a vote has been taken, it is final.
If you vote to approve an agenda item, don’t complain about the decision that was made after the fact.

CLUB FUNDING

Once a club is officially recognized by the Associated Students of Wenatchee Valley College, they may begin utilizing available funding. These funds are intended to support club activities and events.
The funds allocated to clubs are derived from service and activity fees (S&A), and may only be used for current WVC students. Funding that is obtained from fundraisings events and/or donations is considered fundraised funds, and may be used for student and non-student.
Clubs budgets, including fundraising accounts are maintained by the Campus Life office.

SPENDING GUILDELINES

To request the use of monies, whether S&A or fundraised, clubs fill out the appropriate forms and submit them to Campus Life. If you are unsure or have questions about the forms or process, speak with Campus Life staff.
Purchase Request Forms must be filled out as exact as possible, noting the desired items, quantity and price. When the exact amounts are not available, please estimate high.
No purchases may be made unless prior approval has been received.
Signature of the club advisor and student representative must be on form prior to being submitted.
Adjustments to the items and/or quantity will require re-approval of the club advisor and Campus Life office.
Submit requests according to the WVC Club Business Timeline (see pg 6).
Club budgets are derived from student fees and are subject to college and state policies.
All expenditures must have the approval of the Student Leadership & Engagement Coordinator before the money is committed and spent.
Items purchased with S&A funds are property of the ASWVC. If a club’s status is revoked or the club does not re-certify, supplies and equipment must be returned to Campus Life, unless otherwise communicated with the ASWVC.
Participation prizes are permitted, but cannot exceed $25. Additionally, prizes purchased with S&A funds may only be given out to current WVC students.

FUNDRAISING GUILDELINES

Fundraised monies are acquired through event proceeds and/or donations made to a given club. Each club’s fundraised dollars will be tracked and monitored by the Campus Life office. Clubs will maintain individual monies concerning fundraised funds, to be used as the given club directs.
Fundraised monies are subject to the same processes and procedures as S&A funds concerning spending. All forms and prior approval of spending fundraised dollars apply.
All fundraising activities must be pre-approved through the Campus Life Office, by completing and submitting a Fundraising Request Form.
Fundraised monies must be brought to the Campus Life office within 24 hours of the fundraising activity.
If a fundraising event occurs during the weekend, monies must be deposited the next business day.
The fundraised dollars along with the receipt are submitted to the Cashier’s Office immediately after the receipt is provided from Campus Life (the appropriate budget number will be provided on the receipt)
Revenue received through fundraising using S&A as seed money will be deposited back into S&A funds and follow the same guidelines for spending.
Money in Fundraising accounts not used within 2 years will be transferred to the ASWVC if a club does not remain active.

PURCHASING FOOD

Activities/events may include the provision of food, however there are some guidelines for the purchase and serving of food:
Providing food requires prior approval of the Campus Life office and Administration
All food orders must be submitted a minimum of two weeks prior to the activity/event
Wentachee’s food service vendor has first right of refusal—only if they decline, may food be purchased through a different vendor
Food options may be found online, or by communication with the food service vendor.
A signature or email showing decline of the event is required
Work with Campus Life staff when choosing, pricing and ordering food—per diem limits apply
Food servers must carry a current Food Handler’s Permit issued by the Chelan County Health Department.
Foods that may be considered potentially hazardous are subject to additional regulations.

TRAVEL PROCEDURES

When students participate in club events that requires off-campus travel, there are a few specific guidelines that must be followed:
The Prior Trip Authorization Form must be submitted at least 2 weeks in advance of departure
If the travel pertains to a conference, 4 weeks notice is required, along with the Conference Funding Request
If the trip is outside the City of Wenatchee or East Wenatchee, or overnight club advisors must join students on the trip and be present during the entire length of the program
Students may carpool within Wenatchee and East Wenatchee city limits, but not beyond.
Advisors must accompany and drive students for trips outside of Wenatchee and East Wenatchee utilizing the ASWVC vehicles and/or a state-approved rental vehicle or charter
Advisors may not use personal vehicles to transport students—even within city limits
Supplemental travel documents will vary depending on the nature of the trip
Students participating in ASWVC sponsored trips or events that take place off-campus are subject to all the rules and regulations outlined in Wenatchee’s Student Code of Conduct, including its Student Rights and Responsibilities policies
Any student violating the Student Code of Conduct while on travel status will be sent home immediately and required to pay all expenses associated with their participation

REVOKING/SUSPENDING CLUB STATUS

ASWVC may revoke, suspend, or deny club recognition status if the club:
Does not abide by the ASWVC constitution and/or bylaws, or policies set in this club handbook.
Does not abide by the Policies and Procedures set by Wenatchee Valley College.
Commits act(s) of violence.
Disrupts ASWVC activities or classes in session at Wenatchee Valley College.
Violates State or Federal law.
Does not follow procedures to maintain club status, as outlined in this club handbook.
Fails to follow club guidelines.
The Associate Dean of Campus Life, Equity, and Inclusion will notify the club (officers and advisor) when club recognition status is pending. The club officers will have the opportunity to attend an ASWVC Student Senate meeting, in order to respond.
The ASWVC Senate will conduct a final review and determine if club status should be changed. The ASWVC Vice President or Student Leadership & Engagement Coordinator will notify the club representative and club advisor of the results. At this time, S&A funds and all club budgets will no longer be available. The club will need to wait one full academic quarter before re-applying to be a recognized club, unless otherwise notified by the ASWVC Vice President or the Student Leadership & Engagement Coordinator.

WENATCHEE VALLEY COLLEGE DISCLAIMER

By recognizing a club, the college does not assume responsibility for the club’s action or activities; nor does it imply that the college in any way endorses the club’s stated aims, objectives, policies, or practices. Clubs may not lend their name to non-college groups for the purpose of procuring college facilities or services for non-college events. A club may not use the college name without the express written authorization of the college, except to identify its institutional recognition.

Non-Discrimination Statement

Wenatchee Valley College is committed to a policy of equal opportunity in employment and student enrollment. All programs are free from discrimination and harassment against any person because of race, creed, color, national or ethnic origin, sex, sexual orientation, gender identity or expression, the presence of any sensory, mental, or physical disability, or the use of a service animal by a person with a disability, age, parental status or families with children, marital status, religion, genetic information, honorably discharged veteran or military status or any other prohibited basis per RCW 49.60.030, 040 and other federal and state laws and regulations, or participation in the complaint process.
The following persons have been designated to handle inquiries regarding the non-discrimination policies and Title IX compliance for both the Wenatchee and Omak campuses:
To report discrimination or harassment: Title IX Coordinator, Wenatchi Hall 2322M, (509) 682-6445, title9@wvc.edu.
To request disability accommodations: Director of Student Access, Wenatchi Hall 2133, (509) 682-6854, TTY/TTD: (509) 682-6853, sas@wvc.edu.

Campus Life
ASWVC Student Clubs

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