Santa barbar city college



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REVENUE POTENTIAL FORM

Activity: __________________________________________ Date:______________


Advisor: _______________________________Club:__________________________

Expected


Actual

Difference

Revenue



Sales: Quantity x Sales Price ______________ ______________ _____________

Other Revenue: Donations, Sale of Ads, etc. ______________ ______________ ____________
Total Revenue (A) ______________ ______________ _____________

EXPENSES



Product Costs: Quantity x Cost (per invoice) ______________ ______________ _____________
Other Costs: Freight, Advertising, etc. ______________ ______________ _____________
Total Expenses (B) ______________ ______________ _____________

MISCELLANEOUS COSTS



Items Donated or Given as Prizes:
Quantity x Cost ______________ ______________ _____________
Items Unsold: Quantity x Cost ______________ ______________ _____________
Total Other Costs (C) ______________ ______________ _____________

TOTAL PROFIT (A-B-C) ______________ ______________ _____________



SALES ANALYSIS

Organization: ____________________________________________________________________________


Fund Raiser Activity: ______________________________________________________________________
Date______________________________
Description of item(s) sold: _______________________________________________
Advisor(s): _______________________________________________
Number of Units Received Per Invoice: _____________________________
Less Number Not Available for Sale: _____________________________

# of items not received from vendor _____________________________


# of damaged goods returned to vendor _____________________________
# of items given away and documented _____________________________
# of items verified on hand _____________________________
Other______________________________

Number of Items Available for Sale (A) _________________________

Selling Price Per Unit (B) _________________________

Potential Revenue (AxB) (C) _________________________

Actual Money Received (D) _________________________

Cash overage (shortage) (C-D) (E) _________________________

Total Vendor Cost/Invoices (F) _________________________
Explanation(s) of Difference (E)
1.___________________________________ $______________________

2.___________________________________ $______________________

3.___________________________________ $______________________ Should equal (E)
Profit Analysis
Total Sales (D) ______________________

Less Expenses (F) ______________________

Difference = Profit/(Loss) (G) ______________________
Profit per item:

(G) divided by (A) ______________________




BAKE SALE PROCEDURES

Bake sales should adhere to the following procedures to avoid difficulties with the Public Health Department and to comply with The Office of Student Life Regulations.


GENERAL POLICIES


  1. Take steps to protect the food from dust, flies, coughing, etc. under all circumstances.

  2. Bake sales may take place only on the West Campus Walk Way. The sale is limited to baked goods only unless otherwise authorized by the Director of Student Life and or the Director of Food Service.


ASSOCIATED STUDENT BAKE SALE POLICY


  1. Bake Sales are limited to one per week.




  1. Bake Sale items shall consist of food prepared by the individual Club members.




  1. The spirit of the Bake Sale is that it shall be only one of the means used to raise funds.




  1. In cases of more than one Club applying for one specific date, the Club that has had the longest period of time since their last Bake Sale will be given the date.




  1. Applications should be turned in TWO WEEKS PRIOR to the date of the bake sale. In such instances that occur, and this cannot be done, the Student Program Advisor of Student Life shall be given the discretion of giving permission for the Bake Sale.




  1. Applications are to be signed by the Food Service Director and the Faculty Advisor of the student club making the request.




  1. The group having the Bake sale will bring their own knives, plates, forks, napkins, serving trays, etc. UNDER NO CIRCUMSTANCES ARE THE COLLEGE’S FOOD PROGRAM SUPPLIES TO BE USED.




  1. Cash boxes are available in the Student Finance Office. They should be returned at the end of the Bake sale. All money collected shall be deposited in the Cashier’s Office, Room SS-150 THE SAME DAY. Deposit slips are available in the Office of Student Life.



SAMPLE

West Campus Bake Sale Request Form

ORGANIZATION/CLUB:_____________________________________________

DATE REQUESTED:______________________________
HOURS:_____________________

HOMEBAKED FOOD ITEMS TO BE SOLD:___________________________________


NUMBER OF TABLES REQUESTED:__________ NUMBER OF CHAIRS REQUESTED:______________

SIGNATURES of Faculty, Staff and Students who are supervising the Bake sale:

STUDENT IN CHARGE:__________________________________________________

PHONE______________________
EMAIL ADDRESS_______________________________________________________

FACULTY ADVISOR:____________________________________________________


PHONE_______________________

DIRECTOR OF FOOD SERVICE___________________________________________


FINAL APPROVAL:______________________________________________________

Student Program Advisor, Student Life (or Designee)
DATE_______________________

CALENDARED: ______________



SOLICITATION OF FUNDS
In order to collect money on campus you must complete this form and obtain a cashbox from the Cashier’s Office in the Student Services Building.

This form must be completed 3 WORKING DAYS PRIOR to solicitation date.

ORGANIZATION/CLUB:____________________________________________________________


AREA REQUESTED: CAMPUS CENTER PATIO_____ FRIENDSHIP PLAZA_____
WEST CAMPUS _____ DATE:__________________________
HOURS:_______________________________
REASON FOR SOLICITATION:_______________________________________________________

Please read policy and procedures listed before signing:



  1. Only student groups or departments at Santa Barbara City College may solicit funds or sell materials or services.

  2. No activities may interfere with classes.

  3. Tables must not disrupt traffic.

  4. Tables in use must not be left unattended and individuals are to remain behind them at all times.

  5. All monies collected must be deposited in the Cashier’s Office (SS-150) the same day collected.

Signatures required (3 days prior to activity) are listed below:


STUDENT IN CHARGE:_______________________________ PHONE:______________________
FACULTY ADVISOR:_________________________________ PHONE:______________________
FINAL APPROVAL:__________________________________

Student Program Advisor, office of Student Life (or designee)

DATE:_______________________
Calendared:____________________________ Table Ordered:_______________________________

SANTA BARBARA CITY COLLEGE


AUXILARY ACCOUNTS TRUST DEPOSITS

Deposit to: Santa Barbara Bank and Trust

Account Number: 1360-536


TO: CASHIER OFFICE

FROM:_______________________________________________________

Person Submitting Deposit Date

AUXILIARY ACCOUNT NAME:______________________________


AUXILIARY ACCOUNT NUMBER:___________________________
DEPOSIT FOR:_______________________________________________________
DEPOSIT TOTAL:____________________
CASH:______________CHECKS:______________ OTHER:_____________

**COINS MUST BE WRAPPED - $.50 PENNIES, $2.00 NICKELS, $5,00 DIMES,

$10.00 QUARTERS. THE CASHIERS OFFICE WILL PROVIDE WRAPPERS.

THE INTER CLUB COUNCIL


WHAT IS IT?
The I.C.C. was established to provide Clubs and College Staff an opportunity to communicate information, coordinate activities and provide a very vital linkage between groups. The Student Senate’s Commissioner of Clubs and Organizations chairs the I.C.C. One representative from each Club is required to attend each meeting. The Inter Club Council (I.C.C.) usually meets once a month. If a representative is unable to attend you should contact The Office of Student Life @ ext. 2262 and leave a note in the Commissioner’s mailbox. The Club Charter can be put in jeopardy if the Club misses 2 consecutive meetings without notifying the Commissioner. Contact the Commissioner of Clubs and Organizations if you do not receive a meeting notice in your mailbox within a month of starting your Club. Communication is the key to an excellent Club!
The primary function of the Inter Club Council is to aid the Clubs of Santa Barbara City College in providing quality activities and services that meet the needs of their membership, the Student Body, and the community of Santa Barbara. The I.C.C. traditionally accomplishes this by offering funds to needy and exceptional Clubs in the form of Club Grants, and by fostering healthy competition with the Declaration of the Outstanding Club Award. Criteria and applications for both honors follow.

CLUB GRANT CRITERIA
Each Semester Clubs have an opportunity to apply for a Club Grant that is supplemented by the Student Senate. A total of $500 may be requested for any given academic year with a maximum of $250 per semester. Paperwork and guidelines are on the following pages.


  1. The requesting Club must be chartered by the Associated Student Senate, and must meet all criteria established by the College and the Associated Student Senate.

  1. The Club must be active with a Constitution and Club Roster on file for the current Semester.

  2. Clubs must be in compliance with all Inter Club Council Policies, including attendance of all regular meetings.




  1. All Clubs are required to submit an Funding Application.

  1. The Club must be able to produce proof of the current account balance and fund-raising totals upon request; this information can be obtained by asking the Office of Student Life.

  2. The Club must indicate the goals and purpose of the activity being sponsored and how the activity will benefit the students of the school and/or the community.

  3. All sources of income for activity must be listed.




  1. Funds will be provided on a matching basis up to the limit of the Club Grant.




  1. The funds allocated to a Club must be used only for the purpose outlined on the application submitted, and proof of this must be submitted to the Senate.




  1. All Clubs must make an oral presentation to the Associated Student Senate. Persons making the presentation must be able to answer all pertinent questions the Senate may have.




  1. Request based Grants will be given in three designated areas. The maximum amount of request based funding that a Club may receive in one Semester is $250 and $500 in one academic year.

  1. Campus Activities: Club sponsored and organized activities that occur on campus and benefit the Student Body of S.B.C.C. The maximum Grant in this category is $200.

  2. Educational: A Club Activity for a specific educational purpose, such as attending a conference or having a speaker visit to address your Club. The maximum Grant in this category is $200.

  3. Community Activities: Club sponsored activity that benefits and involves the community of Santa Barbara. The maximum Grant in this category is $250.




  • Please note that the Student Senate reserves the right to provide all, some, or none of the funds requested based on an objective analysis of the Club’s needs, past activities, completion of criteria, and the availability of grant funds.


Club Grant Application
To receive funding consideration from the Student Senate, a Club Representative must be at the scheduled Student Senate meeting in order to present the request to the Senate. Applications must be legible and complete, including a completed budget and Club funding criteria must be read and met. Funding for Activities with pre-set days should be submitted at least three weeks prior to the Activity in order to ensure a timely response. Requests should be handed in to the Commissioner of Clubs and Organizations. (Please print or type)
____________________________________________________________________

Organization and Project requesting funding


_____________________________________________ ____________________

Student Representative and Title Phone


_____________________________________________ ____________________

Treasurer Phone


_____________________________________________ ____________________

Faculty Advisor Phone


AMOUNT REQUESTED: $__________
CATEGORY: On-Campus $________ Educational $ ______ Community $______
Benefits of this activity:_________________________________________________

____________________________________________________________________

____________________________________________________________________

____________________________________________________________________


Purpose of this activity:_________________________________________________

____________________________________________________________________

____________________________________________________________________

____________________________________________________________________


Itemized list of how funds will be used:
Item Dollar Amount
___________________________________________ $_____________

___________________________________________ $_____________

___________________________________________ $_____________

___________________________________________ $_____________

CLUB BUDGET
List all income and expenses. If there is no monetary expense for a specific activity then write $00.00.
Present and projected overall EXPENSES for the current fiscal (school) year:
A. SCHOOL ACTIVITIES DOLLAR AMOUNT

_______________________________________ $_____________

_______________________________________ $_____________

_______________________________________ $_____________

_______________________________________ $_____________
SUB TOTAL $______________
B. PHILANTHROPIC & COMMUNITY PROJECTS DOLLAR AMOUNT

_______________________________________ $_____________

_______________________________________ $_____________

_______________________________________ $_____________



_______________________________________ $_____________

SUB TOTAL $______________

TOTAL $______________

Present and projected INCOME for the proposed activity.


FUND RAISING DONE FOR THIS FISCAL YEAR DOLLAR AMOUNT

________________________________________ $_____________

________________________________________ $_____________

ADDITIONAL FUNDING_____________________ $_____________

________________________________________ $_____________


TOTAL $______________
* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** * * * * * * * * * * * * * *
CURRENT CLUB ACCOUNT BALANCE: $_______________

Please list any other organizations to which you have submitted requests for funding and status of your request:

___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

OUTSTANDING CLUB AWARD CRITERIA
All active Clubs that are in good standing are encouraged to apply for the Outstanding Club Award (note: application form on the next page). To be considered for the Award, the application must be completed and received by The Office of Student Life before the deadline date set by the Commissioner of Clubs and Organizations. The Outstanding Club Award winner will be announced at the College Annual Awards Banquet at the end of the school year.

Please list a maximum of 3 activities your Club has provided during the current school year. Complete all sections of each question; you are not limited to the space provided. (If any additional information is needed you will be contacted).


Clubs will be judged on the following criteria:


  1. Active Club status in good standing.

  2. Benefits the College and or community.

  3. Provides services/benefits to the greatest amount of students.

  4. Reflects the majority of, and has been primarily organized by volunteering student members.

  5. Resources that have been given to the Clubs and ways of fundraising


ACTIVITY: Briefly describe the activity in several sentences. To ensure specific details are included, name the who, what, when and where.
PURPOSE: State the reason for providing the activity and if this goal was accomplished.
NUMBER OF PARTICIPANTS: Include Club members and all others participating (include salary if paid positions).
ROLE OF YOUR CLUB: Lead role in organizing the activity; assisted another group in a subsidiary role; mutually shared lead role. Please list other groups involved in organizing this activity.
COMMENTS: Any additional pertinent comments or supporting documents you think are relevant.
Clubs are not limited to the application form. Additional information in any appropriate form is allowed. ALL sections of the application must be completed.
If you need any additional information or have any questions, please contact the Commissioner of Clubs and Organizations or The Office of Student Life at 805-730-4062.

SAMPLE

The Outstanding Club Award Application
(Please print or type)
Club Name: ______________________________________________________

Club Event #1: ___________________________________________________________________
Contact Person: _________________________________
Phone: ___________________________ Email: _____________________________

Activity: _______________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

Purpose of the activity: ___________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

Number of participants: __________________________________________________________


Role of your Club: _______________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

Comments: __________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

Club Event #2: ___________________________________________________________________
Contact Person: _________________________________
Phone: ___________________________ Email: _____________________________
Activity: _____________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

Purpose of the activity: ____________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________


Number of participants: __________________________________________________________

Role of your Club: _____________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

Comments: _________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

Club Event #3: ___________________________________________________________________
Contact Person: _________________________________
Phone: ___________________________ Email: _____________________________

Activity: ____________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

Purpose of the activity: __________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

Number of participants: __________________________________________________________


Role of the Club: _____________________________________________________________________

____________________________________________________________________________

_____________________________________________________________________________

Comments: _________________________________________________________________

____________________________________________________________________________



FINANCIAL ASSISTANCE RECEIVED BY CLUB DURING SCHOOL YEAR:
Donations: Amount $____________ Donor _________________________________

College financial assistance: Amount $ ___________ Source ___________________







Event Scheduling/Distribution of Literature Procedures

  1. Notification regarding the scheduling of events and/or distribution of literature must be provided to the Office of Student Life a minimum of three (3) days in advance of the activity. Space availability is determined on a first come - first serve basis with SBCC organizations having priority placement.

Groups/Organizations may hold events or distribute materials only from the following locations: Main Campus Locations: Friendship Plaza, Campus Center Patio (across from the Cafeteria), and West Campus Walk Way (across from the Library). In the event of rain, dates with be rescheduled. Approved vendors selling products or services and “for profit” organizations will be charged $100 per day (8am-4:30pm).




  1. Tables may be requested for the event. At least one (1) week advance notification is required to guarantee table availability for placement on the West Campus.




  1. Tables must not disrupt traffic or block entrances or exits. Any displays or materials must be on or behind the table due to space limitations.




  1. Tables may not be left unattended. At the conclusion of the event, all tables, chairs and other materials must be returned to their designated areas.




  1. Individuals disseminating materials must pick up after themselves and the individuals receiving the materials.




  1. Materials that are obscene, libelous or slanderous according to current legal standards, or which so incite students as to create a clear and present danger of the commission of unlawful acts on community college premises, or the violation of lawful community college regulations, or the substantial disruption of the orderly operation of the community college, are prohibited.




  1. The name of the sponsoring individual or group must be clearly displayed on the table.




  1. Publicity stunts must be approved in advance.




  1. Approved non-college individuals/groups will be limited to no more than one (1) event per week.




  1. Credit card companies are prohibited from offering gifts to students for filling out credit card applications. Credit counseling information must be available at the table.




  1. Santa Barbara City College Main is a smoke free campus, and smoking is allowed only in designated smoking areas. Designated smoking areas are clearly marked with signs and and/or red benches.




  1. No animals.




  1. All food sales, except bake sales, require a permit from the Santa Barbara County Health Department. Go to: www.sbcphd.org/ehs and select “Temporary Food Facility”. Then “Temp. Food Booth Appl.” The County permit application requires two (2) weeks for processing.




  1. Parking on the SBCC Main campus is by permit only. Permit dispensers are on the lower lots of West Campus. The cost is $5 per day. Vendor Permits will not be given out by the Office of Student Life. Parking permits are not required for the Wake and Schott Centers.




  1. Noncompliance with the aforementioned regulations will result in revocation of privileges.


RULES SUBJECT TO CHANGE AT ANY TIME WITHOUT NOTICE

(PLEASE COMPLETE OTHER SIDE)

Revised 9/2010




Please complete the following and mail or FAX to:

Santa Barbara City College

Office of Student Life CC217

721 Cliff Drive – Santa Barbara, Ca. 93109

(805) 730-4062

FAX (805) 965-7221

Group/Individual Scheduling Event/Distributing Materials:
__________________________________________________________________________________
Address: _______________________________________ Phone _____________________________
Email Address:___________________________________________________________________________
Proposed Date of Event: __________________________ Hours: ____________________________
Type of Event/Materials:____________________________________________________________________
Number of Tables Requested: _______ Number of Chairs ________

Will you have Food? _______

If Yes Type: ______________________________(Other than A Bake Sale - Health Permit is Required: www.sbcphd.org/ehs)
Director of Food Service’s Approval ______________________________________

Signature



Area Requested:

Campus Center Patio (across from Cafeteria______
Friendship Plaza (grassy area across from Campus Center)______

West Campus Walk Way (across from Library)______
Request Submitted by (please print): ____________________________________________________
Signature:

_____________________________________________________Date:________________________



Signature signifies willingness to comply with all of the attached procedures.

SBCC Club Advisor’s or Designee Signature:________________________________________________Date:_____________________

Signature signifies agreement to supervise event


For Office Use Only:
Reviewed: _________________________________________ Date Approved: ___________________

Student Program Advisor – Office of Student Life (or Designee)
Date Group Notified: ___________ Date of Work Order:____________ Health Permit ____________
Office Calendar By:____________ Pipeline Calendar By: ___________

HOW TO RESERVE A ROOM IN THE CAMPUS CENTER

AND GUIDELINES FOR USE
There are tw0 rooms available in the Campus Center – CC 225 and CC 226. Please refer to the Room Reservation form for a list and for times available. Use of these facilities is on a first-come/first-serve basis as determined by date and time received by the Office of Student Life. Priority use is given to student groups and student activities. The Office of Student Life is located in room CC-217, 805-730-4062.


  1. All events must have an approved College Supervisor present at the activity. Request must be submitted 5 working days in advance of event. Requests submitted late may be approved, subject to space availability. Reservations during non-instruction days and weekends must be made with Business Services/Community Services.




  1. Food and beverages in CC-226 and CC-225 are permitted by PRIOR APPROVAL ONLY.




  1. Groups are required to clean up after the event, secure materials and equipment provided, and return tables and chairs to their original set-up or location. GROUPS MAY BE REQUIRED TO PAY A $25 FEE IF FACILITIES ARE NOT LEFT IN PROPER ORDER.




  1. Cancellation notice should be given to the Office of Student Life a minimum of 1 day prior to the event.



  1. The sound level of these events is to be controlled by the Advisor/College Supervisor so that it will not interfere with other activities and/or classes. Amplification of live music is not acceptable.




  1. SIGNATURE OF THE STUDENT AND ADVISOR/COLLEGE SUPERVISOR INDICATES AGREEMENT TO FOLLOW THESE GUIDELINES and failure to do so will result in punitive action, including but not limited to, being charged a clean up fee, termination of the program in progress, and/or, denial of further use of the facilities or equipment.



ROOM RESERVATION
THIS FORM NEEDS TO BE COMPLETED AND HANDED IN AT LEAST 5 WORKING DAYS PRIOR TO USE
CLUB/DEPARTMENT___________________________________________________
AREA REQUESTED:
CC-225 Club Room - this room is to be used for Club Meetings only with a max of 3 hours per club per week, unless otherwise scheduled with the Office of Student Life______
CC-226 ***Instruction Room_____________
DATE(S) TO BE USED _______________________ HOURS__________________________
PURPOSE _____________________________________________________________________

The signature of Faculty, Staff and Students supervising this activity signifies acceptance of the terms on the previous page.
SUBMITTED BY ___________________________PHONE______________________
EMAIL ADDRESS _____________________________DATE SUBMITTED______________
ADVISOR/STAFF ____________________________________ PHONE __________

(Please Print)




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