Shirt, gavel, and paper

Clubs at JALC

Information for Club Advisors

  • to pamelastagner@jalc.edu.
    • Club Name
    • Meeting Date
    • Meeting Start Time
    • Meeting End Time
    • Preferred Meeting Location
  • Step 2: An email confirmation will be sent to the club advisor within 3 business days.
  • Step 3: After receiving confirmation, promote the meeting.ABOUT FLYERS:
    • Clubs are responsible for creating their own flyers.
    • Copies may be made in the Student Activities office. Copy charges will be assessed to the club’s expense account.
    • Be sure to have all flyers stamped for approval in the Student Activities office prior to posting.
  • Step 4: Record attendance for the club’s records and to prepare for mid-year and annual club reports.

NOTICES

  1. Meeting reservations will ONLY be accepted from CLUB ADVISORS.
  2. Club advisors MUST attend all club meetings and club functions.
  3. Clubs MUST meet at least six times per year (three times in the fall and three times in the spring).
  4. Meetings can be scheduled one at a time or all at once for the semester.

Temperature-Controlled Foods at Fundraisers

Due to Health Department regulations clubs may NOT have temperature-controlled foods (hot dogs, chili, etc.) at bake sales or other fundraisers. The ONLY exceptions are:

  1. Food sales where the food is made at a restaurant, delivered to campus by the restaurant, and stored in a warmer provided by the restaurant
  2. Concessions at Athletic games where the Athletics Office provides the equipment and training

NOTES

  1. Plan for club travel well in advance.
  2. Club travel must support the club’s purpose(s), which may include the personal and professional development of club members.
  3. The Club Advisor is responsible for student conduct during all club activities including travel. This responsibility includes ensuring the club follows College policies and procedures.
  4. Clubs must have sufficient funds to cover club travel.
  5. Follow the steps below for club travel as a group. In cases where the Club Advisor is traveling independently using club funds but no club members are traveling, the Club Advisor must follow ALL of Board Policy 7420 and Administrative Procedure 742. These are available on Intranet at Board Policy 7420 and Board Policy 742.
  6. Airfare will not be reimbursed before travel occurs. Airfare may be purchased with personal funds and then reimbursed upon return from travel with appropriate receipts and a Travel Voucher. Airfare may be purchased in advance through a travel agent or other company that will accept purchase orders.
  7. If the College has issued a P-Card to the Club Advisor (or his/her designee) for his/her regular JALC position, DO NOT USE THE P-CARD FOR CLUB EXPENSES INCLUDING TRAVEL.
  • STEP 1 Determine which club members will be traveling. The Club Advisor must travel with the club. If the Club Advisor cannot attend, he/she must find a full-time faculty or full-time non-teaching professional to stand in for the Club Advisor. This individual must be approved by the Director of Student Activities.
  • STEP 2 Submit purchase information to the Student Activities Office at least two (2) weeks before the due date for registration fees, lodging, or public transportation when they are due more than fifteen (15) days in advance.
  • STEP 3 Prepare a Club Travel Request form.
  • STEP 4 Copy the Club Travel Request form for all travelers. In case of an emergency this will allow everyone on the trip to contact one another or contact one another’s emergency contact person.
  • STEP 5 Submit the Club Travel Request to the Director of Student Activities for approval.
  • STEP 6 After the Club Travel Request has been approved a travel advance may be requested if needed.
    • Travel advances will only be issued when the total cost of travel exceeds $50.
    • Travel advances will not be issued more than fifteen (15) days before travel.
    • The Travel Advance form is available on Intranet at https://jalcollege.sharepoint.com/Pages/Forms-Used-Campus-Wide.aspx. Be sure to print the “Travel Voucher Back” onto the back of the Travel Advance.
  • FOLLOW THE REMAINING STEPS EVEN WHEN NO TRAVEL ADVANCE WAS ISSUED
  • STEP 7 Retain all receipts for expenses that will be paid with club funds. These may include but are not limited to:
    • Registration fee receipts
    • Lodging receipts (must show a zero balance)
    • Transportation receipts
    • Meal receipts
  • STEP 8 IMMEDIATELY UPON RETURNING complete the Travel Voucher form available on Intranet at https://jalcollege.sharepoint.com/Pages/Forms-Used-Campus-Wide.aspx. Be sure to print the “Travel Voucher Back” onto the back of the Travel Voucher.
  • STEP 9 Attach all receipts to the Travel Voucher and submit it to the Director of Student Activities for approval.