W E L C O M E… Participating in Campus Club life is a great way to enrich your experience here at Santa Barbara City College. Clubs are organized to involve students in specialized fields of interest associated with academics, hobbies, and special service to the community or College. Many Clubs focus on career options, student diversity, sports, politics, service, recreation and social events.
A list of active Clubs is available from the Office of Student Life and on the City College Website and on Pipeline. If you can’t find a Club that suits your needs you can easily start your own!
All the information you need to start, reinstate and run a Club at S.B.C.C. is included in this manual. Browse through it and then use it as a guide throughout the year. All the forms you will need are included and should be copied when needed. Any questions you have can be answered by dropping by the Office of Student Life in the Campus Center. You can email and give us a call too! See address below.
Good Luck! Have fun and remember… YOU can make a difference!! Get involved! Please contact the Office of Student Life with any questions:
STARTING A CLUB AT SBCC The first step in starting a Club is to check with the Office of Student Life and see if a Club exists that already serves the same or nearly the same need. The Clubs are always looking for new members. If a similar Club existed before but is no longer active, you’re in luck. All you need to do is reactivate the Club by obtaining an advisor and at least 15 interested students. Simply fill out a Club Roster Form and return it to the Office of Student Life.
If you need to start your Club from scratch, just follow these procedures:
Obtain a faculty, classified staff or manager to be the Club Advisor. A College Manager is any person in charge of an entire department (ie. - Director, Coordinator, Office Supervisor).
Develop a Club Constitution using the enclosed outline as a guide. You may want to have your Advisor review it and make recommendations.
Find 15 students who are interested in being Club members.
Complete the Club Roster form. Be certain to include all of the following:
The signature and extension number of the Club Advisor.
Club officers’ name, phone numbers & email. (This may be submitted after your first meeting.)
The names of AT LEAST 15 STUDENTS who have signed up to be Club members.
After the Club Roster and Constitution have been reviewed you will be asked to make a presentation to the Student Senate in order to be officially chartered.
After being officially chartered by the Student Senate, contact the Office of Student Life to confirm a room for Club meeting use.
Groups must comply with all College Policies, the Brown Act and provisions in the Education Code governing Clubs and Campus Organizations.
GOOD LUCK AND IF YOU NEED ANY ASSISTANCE PLEASE GIVE US A CALL
ROLE OF THE SBCC CLUB ADVISOR
Club and Association advisors can be faculty, classified staff or managers who volunteer, out of interest and dedication, giving their time and talents to the out-of-class program. Students should realize that Advisors are not assigned, nor are they compensated for their participation. Every effort should be made to arrange meetings and events so that Advisors can attend without undue hardship. Much of the success enjoyed by the activity program at S.B.C.C. is directly related to the interest and efforts of advisors. Advisors provide the basic orientation to and continuity for the club program. In a two-year college where the student body turnover rate is almost 60% each year, the clubs and associations are highly dependent on the advisor to provide knowledge, guidance, and direction as the new members try to carry on the activities, traditions, and services of the group.
RESPONSIBILITIES OF THE ADVISOR:
Advisors are responsible for proper supervision of any meeting and/or activity staged by the group with which they are working. Experience has shown that the most effective campus groups are those whose meetings are regularly attended by the advisor. 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.
Advisors should play an active role in helping the students set up a meaningful program that is consistent with the purposes of the group and with the aims of higher education.
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.
Advisors should supervise financial transactions, the handling of Club funds, and the maintenance of financial records. The Student Finance Office assists by maintaining all accounts for clubs and organizations. Expenditures cannot be made without the approval of the advisor and no off- campus accounts are permitted.
The Club Advisor must be present at all events, programs, field trips; conferences etc. (on campus and off campus) and must properly supervise these events from beginning to end.
Additional employees may share supervision on a limited basis.
Responsibility for supervision extends from the beginning to the end of each event.
Advisors must accompany club members to conferences and be responsible for the student’s supervision.
Advance approval from the Office of Student Life must be obtained for any deviation of these rules.
ADVISOR APPROVAL PROCESS:
Upon acceptance of the above responsibilities, the Dean of Ed. Programs will review the potential advisor’s application as represented on the Club Roster and contact the Department Chair to inform him/her of the advisor’s approval status.
Club meeting times and frequency will be taken into consideration.
Advisors must be willing to consider this a volunteer position, not eligible for compensation.
CLUB ROSTER Semester:___________________________________________ Year________________________
Faculty Advisor (Print)_________________________________ Ext. ________________________
Signature Faculty Advisor:__________________________________________________________
(Signature signifies willingness to comply with the guidelines attached). Meeting - Time, Days and Location: __________________________________________________
Club officer’s names and phone numbers may be released upon request, for purposes of club promotion. (Please print or type)
OFFICENAME EMAIL ADDRESSPHONE 1.
MEMBERSHIP LIST: You must include signatures / print name of at least 15 registered students (names will
The second step to organizing a new Club is to create a Club Constitution. The following outline has been provided to facilitate this process for you. Either fill in the blanks or use to help write your own and you’re one step closer to becoming a Club at S.B.C.C.
(Name of Club)
The name of this Club will be ____________________.
(Purpose of Club)
The ________________________ has been organized to ___________________________
The Club derives its authority directly from the Student Senate and indirectly from the College Board of Trustees.
Membership is open to all SBCC students regardless of their religious affiliations, gender, age, sexual orientation, ethnicity, etc.
Regular meetings of the Club will be determined by the membership at its initial meeting each semester and reported to the Office of Student Life, room CC-217.
President – Preside over all meetings. Call special meetings.
Vice President – Supports presidents, takes over in his/her absence.
Secretary – Records minutes of club meetings.
Treasurer – Keeps financial record.
Officers shall serve _________term(s) and will be elected each_________.
BY-LAWS A Club may choose to elaborate on their Constitution, by writing By-Laws. By-Laws are a set of rules used to govern the Club’s meetings. Club constitutions are not required to have By-Laws unless the constitution does not cover the subjects listed below. By-Laws ordinarily include the following:
Kinds of membership.
Detailed requirements for membership.
Method of admitting members.
Dues and a provision for hardships.
Powers and duties of officers.
Powers and duties of committees.
Election of officers and committees, including the vote required for election.
Provisions for calling and conducting meetings.
Number constituting a quorum.
Vote required for important decisions.
Procedure for amending By-Laws.
WE’RE A CLUB, NOW WHAT? Once a Club has been formally Chartered or reactivated, and all of their paperwork is on file with the Office of Student Life, the Club Advisor and President should come to the Office of Student Life and fill out an Auxiliary Account Card. The Club Advisor, President, Treasurer, and Director of Student Life must sign this card. These cards are used to verify signatures when money is being used from the Club Account and are kept on file in the Accounting Office. Once an Auxiliary Account Card is on file in the Accounting Office, the Club will receive a budget number. This number is used when making deposit or requests for expenditures.
If there is money in the Club Account, you may use it for making copies of flyers, posters or other informational handouts. You may also purchase supplies and cover other club related expenses. If you spend your own money and request reimbursement from the club account you must have receipts for all purchases.
The Office of Student Life offers many services to S.B.C.C. Clubs, anything you can imagine to make your Club a success! Materials for hand made posters and signs are available in the Office of Student Life, CC-217. Be sure to check with the Student Program Advisor in the office to get the most up to date posting regulations. Banners may be placed on both East and West Campus. They may be hung on the Earth Biological Science (EBS) and the Physical Science (PS) buildings on East Campus and the Interdisciplinary Center (IDC) building on West Campus. Banners may not block a door way and must be hung using string or plastic ties, NO tape may be used on building railings. Banners not complying with this rule will be removed. Banners must be removed after event promoted.
Publicity will make your events shine. Club mailboxes are located in CC-225. Mailboxes are an excellent way to stay in touch with other Clubs and also where all Official College correspondence will be delivered. Make sure to check your Club mailbox on a regular basis; communication is key to every Club’s success.
Use of display SHOWCASE in the Campus Center Cafeteria may be arranged with the Office of Student Life.
Use of rooms in the Campus Center for CLUB meetings must be arranged with the Office of Student Life. Please allow at least 3 working days advance notice.
Samples of all Club paperwork (i.e. Distribution of Literature, Bakesales, etc) are in the Club Manual. PLEASE MAKE COPIES FOR YOUR CLUB USE. REMEMBER TO SCHEDULE YOUR EVENTS IN ADVANCE WITH THE OFFICE OF STUDENT LIFE. THIS WILL ASSIST IN THE COORDINATION OF ACTIVITIES ON CAMPUS.
PLEASE NOTE:Drawings or Raffles, for which chances are sold (tickets), are not permitted. The State of California considers these to be “games of chance”, a form of gambling and considers them to be illegal.
An orientation on how to use all these services, the role of the Club Advisor, and other important information about the College will be presented at the Inter Club Council meetings. Generally, there is a meeting each month. If you need a special orientation or have any questions, please don’t hesitate to contact the Student Program Advisor for Student Life, 805-730-4062.
The following general rules should be followed in fund-raising campaigns for outside non-profit agencies:
Collection should be for a definite period of time not to exceed one month.
Contributions should be voluntary. Any phase of a fund-raising campaign that could be embarrassing to students must be carefully avoided.
Campaign plans, procedures, and distribution materials shall be submitted to the Office of Student Life for approval a least one week prior to the event.
To raise funds for your own club or association:
Follow the guidelines above except the campaign may last longer than one month.
If signing a contract with a vendor for selling items like discount books or candy bars you must submit a copy of the contract to Office of Student Life with your advisor’s signature on it. A club may not commit to a contract that exceeds the current balance in their account.
The Student Program Advisor for the Office of Student Life must approve any fundraising activity that involves selling of items other than bake sales (see Bakes Sale Rules for specific requirements). Clubs must fill out and submit a Revenue Potential form one week prior to the planned fundraiser and a Sales AnalysisForm as soon as the fundraiser ends.