Welcome to the Club President &

Treasurer Training

Overview• Club Requirements

• Club Funds

• Fundraising

• Club Activities

• GivePulse

• Social Media/Websites/iconnect

• Important Dates

Clubs & Organization Requirements• Must have an active advisor • Register your club each fall (includes contact info for

all club officers)• Representation at

• Orientation Student Expo • Fall Fest Student Expo • January Student Expo

• Attend P&T Financial & Club Procedure Training• Submit completed budget packet by October 4, 2018• Representation at the Leadership Training at McNally’s

Catering on October 12th

• Participate in two civic engagement projects per academic year

Registering Your Club for Year• Complete the Club/Organization Fall 2018

Registration Form

• Complete paperwork for Act Prohibiting the Practice of Hazing by Oct. 19th

• Provide an 8 ½”x 5 ½” poster for the Student Life Office advertising your club along with meeting dates & times and/or contact info

Act Prohibiting the Practice of Hazing Sheet• Every member must receive copy when they first

join – members do not need to sign form

• After distributing Hazing information • Club president and advisor must sign the green copy

• Return the signed copy to Student Life Office by October 19th

Club Officers• Officer Requirements:

1. Officers must maintain a minimum of a 2.0 GPA

• Advisors must confirm that elected officers meet the GPA requirement prior to submitting names to the Student Life Office.

• Each club is required to elect a President and Treasurer, all other officers are optional but encouraged.

• Club advisor MUST be present during election of officers

• Clubs should keep the Student Life Office up to date of any changes in officers or contact information

Two Community Service Projects• Clubs are required to complete two community

service projects per academic year, one per semester.

• Clubs must obtain approval through the Student Life Office before starting community service project

• Projects may include fundraising for non-profit organizations on or off campus, volunteering time for non-profit organizations, or providing a service to the MWCC campus community.

Club Meetings• Regularly Scheduled

• Weekly or Biweekly

• Open to all qualified students

• Meeting info posted

• Agenda

• Minutes• Include attendees

• Meeting etiquette

• Voting• Officers

• Finances

• Events/Trips

Expenses:• Please allow 2-3 weeks for processing of all club

expenses including purchases, cash advances, and reimbursements

• Expenditure of club funds MUST be voted on and approved by the club membership at club meetings

•Obtain pre-approval for all expenses

•Get receipts for all expenses

• Original copies only

• Only items purchased for the club should be on receipt

• Return to the Student Life Office: all receipts and any unexpended funds from a cash advance

• Sales tax cannot be reimbursed

Club Expenses

Expense Request Form

• Cash Advance• Used primarily to make advance purchases or for funds

to be used on a trip

• Reimbursement• After purchasing item(s) that you had pre-approved by

the Student Life Office

• Purchase Order• Must get PO number before ordering item

• Payment• When you have a contract or invoice

Allocated & Earned Funds

• Allocated funds• Money that the SGA allocates to the clubs & organizations

• Used for events open to all students in group

• Cannot be used to purchase items for individuals (t-shirts, gifts)

• Cannot be used for donations to organizations outside of the college

• Earned funds • Money the group fundraises through bake sales, raffles, etc.

• Can be used for gifts and other expenses approved by the President of MWCC or

his/her designee (donations, club trips, gifts, etc.)

Budget Packet• MWCC Student Club/Organization Fall 2018

Registration Form

• Club/Organization Budget Compliance Form

• Criteria for Budget Evaluation

• MWCC Club/Organization Budget Request Form

• Copy of 2017-2018 Club Ledger if applicable

Current Year

• Strength of Membership/Participation • Total Active Membership

• Club participation at: • Fall Orientation Club Expo

• Fall Fest Club Expo

• President & Treasurer Training

• Annual Leadership Retreat

• Submission of Club Flyer to the Student Life Office

Prior Year

• Conducted two required community service projects

• Club’s Allocated funds status at the end of the previous academic year

• Spring Welcome Back Club Expo

CRITERIA FOR MWCC STUDENT ORGANIZATION BUDGET EVALUATION

SAMPLE BUDGET REQUEST FORM

THINGS TO CONSIDER WHEN REQUESTING FUNDS

• Clubs will receive half of their Allocation in the Fall Semester and the remaining half in the Spring Semester, provided they meet all requirements during the Fall Semester

• Earn a minimum of 30% of their Fall Semester Allocation

• Spend their entire Fall Allocation

• Conduct at least (1) Community Service Project or Donation

• Clubs meeting these requirements will automatically receive their Spring Allocation

• Clubs NOT meeting these requirements will be requested to justify why they did not meet the requirements in order to receive their Spring Allocation

• Clubs unable to meet or justify not meeting requirements will NOT receive their Spring Allocation

• Actions taken this academic year will have bearing on the club for the next academic year

• Do not request more funds then you can honestly expend

AMOUNT OF AVAILABLE FUNDS

Total Budget available to the SGA to Allocate to Clubs:

$8,188

Total Number of Currently Approved or in the Process of Being Approved Clubs:

36

Handling Club Earnings

• Funds raised or taken in as dues, etc., must neverleave campus

• On the day they are received, funds must be either: • deposited into club account in the Student Accounts Office

or placed in a sealed envelope (with amount & club name on outside) in the Student Life Office safe.

• If money will be collected when these options are unavailable arrangements must be made in advance of the event to secure collected funds.

Depositing Club Funds

- Go to Student Accounts Office window

- Provide the following information:- Name of Club

- What the money is for (bake sale, dues)

- Amount of money (always count first)

- If depositing funds from two different fundraising sources, note how much is for each source on the receipt

- Get one receipt to keep with club records and bring the second receipt to the Student Life Office

- Important Note: Raffle funds – turn in to Student Life Office only (not Student Accounts) tax must be calculated and subtracted from the total for payment to the Commonwealth of MA.

Fundraising for Off-Campus Organizations

• Allocated money cannot be donated

• Pre-approval to hold a fundraiser to earn money to donate must be obtained first through the Student Life Office

• Must display sign at fundraiser stating name of group receiving the donation and that a percentage of proceeds will be donated

• We must have a current W-9 on file before processing a donation check to the organization can take place

Bake Sales

• Reserve space in the Student Life Office

• Complete an On-Campus Activities Form

• All items for sale must be homemade (no store bought items should be sold)

• Only items that do not require refrigeration or cooking prior to consumption may be sold

• Clubs must provide their own napkins, plates, utensils, decorations, etc.

Vendors• Clubs may sponsor a vendor to sell items

• Vendor must complete Vendor Request Form if not already on file

• Vendor must complete Letter of Agreement for Vendors form (must be done for each instance that a vendor comes to campus)

• Post sign at table stating:• Vendor Name• Sponsored by (your club name)• Proceeds to benefit ________ (list group or project you are fundraising for if

other than club)

• A list of approved vendors is available in the Student Life Office

Raffles• Reserve table space & complete On-Campus Activities Request

Form

• No alcoholic beverages, gift cards to exclusively alcohol related establishments, or money as prizes

• Ticket price not to exceed $2 each

• A flyer that includes club name, ticket price, date/time of drawing, and distribution of proceeds MUST be displayed at raffle table.

• If tickets are being sold for different prices ($1 for 1, $5 for 7) be sure to track how many are sold at what price using the Raffle Ticket Log Sheet.

• 5% raffle tax payable on gross proceeds

Raffles (cont’d)• Turn in all funds taken in from ticket sales to Student Life

Office same day as they are received – do NOT deposit in club account via Student Accounts Office

• A member of Student Life or the club advisor must be present when the raffle winners are picked

• Drawing must be held in a publicly accessible location, preferably the same location where tickets were sold

• Raffle Pick-up Slips must be filled in with the name of the winner and the winning ticket stapled to the slip immediately after drawing the ticket.

• Turn in all raffle prizes to the Student Life Office immediately following drawing along with the completed raffle report.

Raffles (cont’d)• Prizes MUST be distributed by the Student

Life Office – winners will need to sign for prizes

• Language that is required to be on the raffle flyer at table – NO EXCEPTIONS

Raffle is conducted by MWCC Student Services in conjunction with

Mount Wachusett Community College Foundation, Inc., a not for profit 501(c) (3)

IRS# 23-7136083

Gift Cards• Gift cards may be given out as raffle prizes

• The purchase of them must first be approved by the Student Life Office

• Upon purchase of the gift cards, they must immediately be dropped off to the Student Life Office for safe storage

• Copies may be used for display purposes

Advertising & Copying• Flyers—stamped in Student Life Office prior to hanging,

no tape on walls or bulletin boards

• No flyers on doors or windows

• Do not post on dedicated bulletin boards

• Copies—clubs MUST get approval through the Student Life Office before printing in Student Services or the Print Shop

• No advertising off campus without approval through the Student Life Office & Marketing Department

On Campus Activities• Complete On-Campus Activity Request form

• Reserving Space:• Room Reservations for club meetings and events, contact:

• Sarah Bolden, Room W05, 978-630-9145, s_bolden1@mwcc.mass.edu

• Table space for fundraisers, info distribution, etc:• Reserve through the Student Life Office

mailto:s_bolden1@mwcc.mass.edu

Food On Campus• Food purchases using club funds must be done through the Green

Street Café (unless Café gives you permission to do otherwise)

• Food Order form is available on the Student Life webpage

• The food order form must now be downloaded and completed electronically using the drop-down menu then printed for signatures.

• Make sure you use the form on the Student Life webpage, not the Green Street Café page, it is unique to clubs only.

• The café requires a 10-day advance notice on most orders

• Catering menu is on iconnect

• Completed form must be signed by the club treasurer, advisor, and the Student Life Office before being submitted to the cafe

Off Campus Events• Complete Student Activities Trip Request form (minimum 3-

weeks in advance of trip)

• Advisor must be present for duration of the trip

• Everyone attending must complete an Acknowledgement of Risk and Consent Form

• Anyone not riding in a college vehicle must complete a Private Vehicle Request form

• All forms MUST be scanned and emailed to the Student Life Office and hardcopies must be given to both Student Life and the advisor

• No consumption of alcoholic beverages is allowed

• No events may be held at private residences

Transportation

• College has one vehicle available for use• May only be driven by college employees• Must be reserved through Campus Police

• Clubs may travel in private vehicles• When traveling in private vehicles, club advisors or members

cannot arrange transportation for other members• Advisors may not travel with students

• Clubs may rent a van, bus, etc. with approval through the Student Life Office at the club’s expense

• Students may log volunteer hours on Givepulse

• Instructions may be found on the Student Life webpage under Clubs/Organizations Forms

• If assistance is needed to set up your account or log hours please go to The Brewer Center, room 152 for assistance.

• Advisors also need to be set up to approve volunteer hours and should connect with The Brewer Center to ensure that they have an account set up.

• Hours that may be logged• Meeting time• Volunteer time for fundraisers, community service, meeting

preparation, etc.

Volunteer Hours

Accessing the Student Life Webpage

Go to the mwcc.edu homepage

• Hover over the “Campus Life & Community” link just under the college logo

• Click on “Student Life”, the second item in the list

This will take you to the Student Life homepage where you will find club info, upcoming events calendar, student ID info, and more.

• Off Campus Trips

• Trip Request

• Acknowledgement of Risk and Consent

• Private Vehicle Request

• On-Campus Activities

• On Campus Activity Form

• Food Order Form

• Facility Room Request Form

• Raffles

• Raffle Procedures

• Raffle Ticket Sales Log

• Raffle Pick-up Sheet

• Expense Request

• Model Release Form

Forms Available On Student Life Webpage

Club Web Pages/Social Media/iconnect• Groups and clubs may maintain their own websites

and/or social media pages

• These must receive prior approval of the Student Life Office and the college’s Marketing Department

• Please refer to the “Student Club & Organization Handbook” for specific information

• Clubs may post events to the college calendar by contacting Brett Moulton in IT at 978-630-9245 or b_moulton@mwcc.mass.edu

mailto:b_moulton@mwcc.mass.edu

Model Release Form

• All members should sign a Model Release form

• Model Release forms should be submitted to the Student Life Office as they are signed

• If someone is in a photo who has not signed the Model Release form, the photo cannot be posted publicly

• Forms are available on the Student Life webpage

Leadership Training for Club Leaders

Friday, October 12, 2018

8:30 am – 3:30 pm

McNally’s Catering, Westminster, MA

• All clubs must send at least one representative

• Register today—limited space.

Leadership for Life – Your Roadmap to Success

• 8 workshops – attend 6 and receive a Leadership Certificate of Completion

• Next workshop: Wednesday, September 26th -- sign up today

• Most workshops meet Wednesdays, 12:30 – 1:30pm, in the Murphy Room– pick up flyer with dates in Room 141

• Snacks and beverages are provided – feel free to bring your lunch

Monster Costume Show

• Wednesday, October 17th, 12:30pm in the South Café

• We need volunteers from clubs to come dressed in a costume and participate

• We will also be conducting a campus wide food drive at this event to benefit the SGA Thanksgiving Food Drive

• Be entered to win a $50 Barnes & Noble Gift Card for every bag of food donated

SGA Thanksgiving Food Drive

•Benefits MWCC students

•Seeking cash donations from clubs (may come from allocated funds)

•Seeking donations of non-perishable food items and students to sort & pack food

Holiday Wreath Raffle December 5th & 6th

• Clubs to put together a theme wreath

• Student Life to provide wreaths

• Decorations provided by club

• Proceeds to benefit the Emergency Student Loan Fund

• Student Life Office will provide a free Pizza Party to the club with the best wreath as voted by ticket purchasers

• Counts as a community service project

• This presentation is not all inclusive—please take the time to read the club handbook in its entirety

• Reminder--stop by on the way out to:• Sign up for the Leadership Retreat, 10/12

• Sign up for Leadership for Life

• Sign up for the Monster Costume Show, 10/17

• Sign up for the Pumpkin Decorating Contest, 10/23

• Sign up to participate in the Wreath Raffle, 12/5 & 12/6

Have a great semester!