2015-2016 Club Guide
The ACC Club Guide describes the student club system, as well as the procedures and guidelines for participating in clubs at ACC. Use this Guide as a reference for information about clubs at ACC.
The Student Affairs Office manages club paperwork and advises clubs on resources on campus. Questions about clubs, the Inter Club Council (ICC), and completing paperwork should be directed to Student Affairs, Room M2820, 303.797.5668.
How do I join a club?
At the beginning of each semester, Student Affairs hosts a “meet the Clubs” event, plan to attend this event. Also, after the club recognition meeting in the fall and spring semester you can pick up a list of recognized clubs from Student Affairs. The list will have contact information for each club. Information can also be found online.
What is a recognized club?
A recognized club at ACC is defined as: a group of currently enrolled ACC students with shared social, academic, vocational, and/or sports interests.
A recognized club must complete the necessary steps to becoming an official ACC club as outlined in this guide and must comply with all ACC policies as well as State and Federal rules and regulations. Clubs must be non-profit in nature.
Why clubs need to become officially recognized?
The primary reasons clubs are required to become officially recognized at ACC is to maintain accountability, consistency and continuity within the College. It also allows ACC to maintain appropriate risk management measures. Clubs cannot be supported or endorsed by ACC without meeting the requirements of official recognition. Once recognized, clubs are allowed to take advantage of the many resources available to them.
What are the benefits of official recognition?
Recognized clubs at ACC receive the following benefits:
- Use of student activity fee funds
- Use of ACC’s name and logo
- The right to use College buildings and grounds
- Student leadership opportunities
- Posting privileges for announcements
- Accounting and purchasing services through ACC
- Assistance with membership recruiting
- Club advising and assistance
The ICC is comprised of the following:
- Student representatives from ACC clubs. Each club is required to have one voting member per meeting. Other members are encouraged to attend the meetings.
- A club advisor may have voting rights if no club member can attend. Each club may also appoint a “proxy” vote with a signed letter indicating the approved proxy.
- A Student Affairs designee serves as the advisor to the ICC. The designee is a non-voting member.
- The ICC reviews and establishes policies related to funding recognized clubs.
- The ICC reviews club funding requests.
Getting Started and Club UpdatesPaperwork to organize a club can be obtained from Student Affairs, M2820, at the beginning of each semester. For a club to be officially recognized the following paperwork must be completed and returned to Student Affairs prior to the Club Recognition and Funds Request Meetings.
Fall semester – new and returning clubs
- Club Recognition form
- Funds Request form
- Semester Meeting Information form
- A constitution which delineates the purpose and structures the activities of the club.
- A list of all club members with Student ID. Student Affairs will verify the student status of each club member periodically throughout the semester.
Spring semester – new clubs
- See bullet list for Fall semester
Spring semester – returning clubs
- Funds Request form
- Semester Meeting Information form
- Updated membership list.
Updates must be submitted if any changes occur at any time throughout the semester.
Steps for Starting a New Club
- Visit Student Affairs, Room M2820 to pick up a Club Recognition Packet.
- Find five students interested in joining the new club and record their names and their Student ID numbers on the Club Recognition Form or on the Club Sign-up Sheet. You may also submit a typed list and attach it with the Club Recognition Packet.
- Find an ACC employee who is willing to become the club’s advisor. The new advisor must agree to the responsibilities of being an advisor and sign the Club Recognition Form in acknowledgement and receipt of said responsibilities.
- Return the Club Recognition Form to Student Affairs by the deadline – Club Recognition Meeting.
- Upon official recognition, hold the club’s first organizational meeting, select officers and create a constitution.
- Provide a copy of the constitution and the name, position, Student ID number and contact information of the Club officers to Student Affairs. New clubs have thirty days to submit the constitution from the time they submit the Club Recognition Form.
- Select at least one club member to attend the regularly scheduled ICC meeting.
Club MeetingsClubs should adhere to the following requirements:
- All clubs are required to hold at least one organizational meeting and have at least one scheduled activity per semester. However, it is recommended that clubs hold meetings at least once a month.
- A club may reserve a space on campus to conduct official business, once a week, for no longer than four hours, based upon availability.
- Clubs must identify an organizational process for managing the meeting.
- It is recommended that minutes be kept, recorded and distributed at each meeting. Attendance rosters must be kept.
Club Membership GuidelinesAll clubs must follow these basic guidelines:
- Membership must be open to all students enrolled in at least one credit hour at ACC. A club member must be an ACC student who has paid student activity fees for the current academic year.
- Membership must be open to all students regardless of race, gender, creed, color, age, national origin, veteran status, sexual orientation or mental or physical disability.
- Members must fulfill the requirements specified in the club constitution, such as attend meetings, volunteer, and/or pay dues.
- Members must be in good academic and financial standing with the College.
- Sports club participants must complete, sign, and submit a liability waiver form. Students participate at their own risk.
- Students must have their own valid medical insurance before they can participate in a sport. Students under 18 years of age must submit a Parent Insurance form (signed by their parents). Documentation is required. THE COLLEGE DOES NOT INSURE PARTICIPANTS FOR SPORTS ACTIVITIES.
- It is highly recommended that a thorough physical exam be administered by a qualified physician prior to athletic participation.
Conduct of Club MembersStudents who participate in club activities are expected to adhere to all conduct requirements outlined in the Student Handbook. Violations may result in disciplinary action for the individual and/or the club. All club members are considered volunteers and may be asked to sign volunteer forms.
Club OfficersClub members should consider assuming one of these leadership roles, as this opportunity provides those who serve with valuable skills and experiences.
Officers are expected to serve as role models. As such, they need to:
- Attend all meetings and be on time
- Regularly communicate with the club’s advisor
- Maintain open lines of communication with all club members
- Delegate assignments to club members as necessary
- Assist the club in development of annual goals and objectives
- Ensure that the club follows the rules of their constitutions
- Create avenues through which the entire student body is aware of club activities and opportunities for membership
- Attend leadership opportunities offered by Student Affairs throughout the academic year.
Recognized ClubsAll clubs in good standing that submit a Club Recognition Form with a minimum of five student members and one advisor, and have a current constitution on file, will be entitled to the following:
- $50.00 seed money for new clubs
- Eligibility to receive additional funds
- Right to use College facilities
- Promotional resources (See “Promoting your Club”)
SuspensionSuspended clubs lose all of the benefits of official recognition, including the use of campus facilities to hold club meetings. When a club is suspended, its club account is frozen and no financial transactions may occur. If a club is suspended and wishes to regain the full benefits of official recognition, it must rectify the situation which led to the suspension by the end of the following semester.
A club may be placed on suspension for reasons including, but not limited to:
- The club does not adhere to College or the Club Handbook procedures
- The club participates in activities that are illegal
- There are fewer than five ACC students actively involved in the club
ICC and Club DisciplineThe ICC has various options when considering sanctions for inappropriate behavior by clubs. They include, but are not limited to:
- Retaining official recognition of the club with no further action after a verbal reprimand
- Retaining official recognition of the club with a written warning
- Placing the club on suspension
Club FundingThe ICC is responsible for the review, approval and allocation of all club funds from student fees. Clubs must observe all ACC and Club Handbook procedures to receive funds. Clubs must be officially recognized to receive funds.
Each officially recognized new club in good standing will automatically receive $50.00 during the inaugural semester from ICC. Suspended clubs are not eligible for funds until they are reinstated. Clubs have the option of choosing not to receive funding from ICC. An officially recognized club may apply for additional funds. Allocation of these funds is based upon specific guidelines as established by the ICC and upon availability of funds.
The following steps need to be followed when requesting additional funds:
- A Funds Request Form must be completed and submitted to Student Affairs by the posted deadline prior to each semester’s ICC Funds Request meeting.
- A club representative or designated proxy must be present at the ICC funds request meeting for the funds request to be considered.
- The club representative will be asked to explain to the ICC what the funds will be used for and may be asked to justify the expenditure.
A club who receives funds at the ICC Funds Request meeting is expected to use that money by the end of the next active semester. If funds are not used within that time frame, the club will not be granted additional funds at future ICC Fund Request meetings. Once the club has spent the money it can again request funds at the next Funds Request Meeting.
Club AccountsUnder no circumstances may clubs have off-campus accounts. Club accounts are maintained through the College’s Accounting Department. Clubs are expected to maintain their own financial records and bring any discrepancies or questions to Student Affairs immediately. Twice per semester, a copy of the budget printout will be supplied to the club advisor by Student Affairs, and are available upon request at any time.
Club Signature and Spending AuthorityAll forms and documentation must be signed by the Club Authorized Employee (Club Advisor). This authority is granted, at the beginning of the semester only, by filling out the appropriate section of the Club Recognition Form. Forms must be turned in to Student Affairs, Room M2820, NOT directly to Accounting. The advisor is responsible for checking fund availability prior to all purchases.
The forms must also be signed by the ““Banner Org Boss”” (Associate Dean of Judicial Affairs and Support Services), after which Student Affairs will submit the forms to Accounting.
- It is of the utmost importance that club funds, which come from student fees and fundraising, are handled appropriately.
- All expenditures must adhere to state fiscal rules and regulations as well as ACC policies and procedures.
- Deadlines should be taken into consideration when spending club money. All of these procedures take time, so plan ahead!
- All expenditures must follow appropriate College purchasing procedures as outlined in this guide and in College policy.
- These expenditures may include, but are not limited to: printing costs, food, tickets to shows or events, facility rental fees, hotel accommodations, conference registrations, honorariums for speakers or equipment.
- Please note this list is not all-inclusive. Contact Student Affairs for clarification on expenditures. If there are questions regarding what type of paperwork to complete or documentation required, please contact Student Affairs at 303.797.5668 prior to the event/expenditure.
- Clubs must refer to the following guidelines when deciding the appropriateness of expenditures.
Appropriate Expenditure Procedures
- Requests for the expenditure of funds must be made before monies are spent.
- Expenditures must relate directly to the mission and purpose of the club.
Inappropriate Expenditure Procedures
- Money cannot be awarded as “scholarship money” or for hardship reasons to club members.
- Examples of Inappropriate Purchases:
- Instructional purposes or teaching resources for faculty.
- Products or services that are considered illegal or immoral as defined by the state or federal law, or by College policies.
- Drugs, alcohol, or other controlled substances.
- Items for personal use.
- Textbooks for use in academic classes.
- Any purchase that has not followed the established procedures as defined in this section.
Purchasing ProceduresPurchasing procedures are designed to ensure accountability for expenditures and to assist in the smooth transaction of club expenditures. Clubs are required to follow the appropriate procedures for any club expenditure.
Club purchases may not be charged to department purchasing cards. If a club wishes to purchase materials via a purchasing card, the Club Advisor must supply ordering information to Student Affairs, who will place the order.
Per Accounting, the College’s tax exempt ID number can only be applied to a purchase when payment is processed through the Student Affairs Office. The tax exempt ID number is not provided to students. If a student or advisor purchases goods or food for reimbursement, he/she will not be reimbursed for tax.
Money spent prior to approval by the advisor, banner org boss or accounting may not be approved for reimbursement. Please see information under Reimbursement Requests.
If the request is in relation to services such as speakers, performers or presenters, a Personal Service Agreement (PSA) is required. If the performer is employed by any college in the Colorado Community College System contact Student Affairs for different payment arrangements. Please contact Student Affairs WELL IN ADVANCE for the PSA processing. The PSA may take up to 4 weeks to process and requires forms to be filled out by the vendor who is providing the service. Please plan accordingly.
Purchasing of tickets/registration to any event must be done through a Travel Request Authorization Form. Please see information under Club Travel.
A reimbursement request does not mean all items/funds will be approved for reimbursement. The Accounting Department has the final approval on what is and is not acceptable documentation. Depending upon the individual situation, sales tax and tips may not be reimbursable.
- Notify Student Affairs of intent to purchase items, with vendor information and cost estimate prior to the purchase.
- If approved, purchase the items.
- Complete a Direct Pay Form, signed by the Club Advisor, and submit the completed form and supporting documentation to Student Affairs, and attach supporting documentation:
- Copy of the approved Function Approval Request
- Itemized receipt showing specifically what was purchased, not a receipt showing only the total charged. It is recommended that personal purchases are on a separate receipt from business/reimbursable purchases. Receipts must be clearly readable.
- An agenda
- Description or advertisement for the event.
- List of attendees or a description of who is expected to attended
- W-9. Unless a W-9 is already on file with the College, one must be completed and attached to the Direct Pay form. W-9s are available in Student Affairs
- If the Direct Pay is approved/signed by the Cost Center Administrator (ADJSS), it will then be submitted by Student Affairs for processing. Unless other arrangements have been made, the Accounting Department will mail the check to the address on file.
Complete a Function Approval Request, signed by the Club advisor, and submit the completed form and supporting documentation to Student Affairs, at least 2 weeks in advance of the event.
- Description or advertisement for the event.
- List of attendees or a description of who is expected to attended
- Attach to the form specific ordering information, such as item numbers, colors and prices. Also attach a copy of the page in a catalogue or a screen shot of the Web page containing the items to be ordered. Contact information for ordering is also necessary. Please make sure the vendor from which the food is being ordered takes payment over the phone.
- If the Function Approval Request is approved, it will be signed by the Cost Center Administrator (Associate Dean of Judicial Affairs and Support Services - ADJSS).
- Student Affairs or the Accounting Department will make the purchases.
- Unless special arrangements have been made, delivery will be made to Student Affairs. Student Affairs will log delivery of the items and contact the Club for pick-up.
If a club wishes to purchase food via an ACC Purchasing Card, the Club Advisor must supply ordering information and an Function Approval Request (as outlined above) to Student Affairs, who will place the order.
Food for delivery can be purchased on a Student Affairs Purchasing Card from King Soopers. Food may also be ordered from Panera, Jason’s Deli, and/or Papa Johns. Delivery must be scheduled during Student Affairs office hours.
- Start by following the food purchasing process above by complete an Function Approval Request and submit the completed form, including an estimate, to Student Affairs.
- If approved, notify the caterer. Remember to inform the caterer the College is a tax exempt institution. If the caterer needs the Tax Exempt ID Number, notify Student Affairs.
- Complete and submit a Direct Pay Form, signed by the Club Advisor, to Student Affairs, along with supporting documentation:
- Copy of the approved official funcion form.
- An invoice with total amount for event
- An agenda
- Description or advertisement for the event
- List of attendees or a description of who is expected to attend
- W-9. Unless the caterer’s W-9 is already on file with the College, one must be completed and attached to the Direct Pay form. W-9s are available in Student Affairs.
- If the Direct Pay form is approved/signed by the Cost Center Administrator (ADJASS), it will then be submitted to Accounting by Student Affairs for processing. Unless other arrangements have been made, Accounting will mail the check to the caterer after the event has taken place.
If a club wishes to solicit donations, including cash or goods:
- Contact Student Affairs for procedures prior to seeking donations.
- If the donation is a cash donation, a copy of the deposit transmittal form must be submitted to Student Affairs. The forms will be kept on file at Student Affairs and Accounting.
Fundraising: All fund raisers need to be pre-approved by Accounting/Fiscal Services.
Fundraising can be performed either to raise money directly benefitting the ACC club or to benefit a charitable organization. Club accounts are funded by student fee money which cannot be donated.
The club advisor must complete a Fundraiser Approval Request Packet at least three weeks before the event. This packet may be picked up at Student Affairs, M2820.
- Once the Fundraiser Approval Request packet is authorized by the Cost Center Administrator, Controller and CFO, the fundraising event may proceed.
- After the fundraiser, clubs must submit a deposit to Student Affairs with any funds raised, along with a Direct Pay form for the amount to be donated within 24 hours of the fundraising event. Funds raised should equal the amount to be donated, minus any amount spent from club funds to hold the fundraiser. As with all Direct Pay forms, if not already on file, a W-9 for the charitable organization must be attached to the Direct Pay form at the time of submission.
Suggestions for appropriate fundraisers include but are not limited to:
- Charging the community for lectures, workshops, performances, etc.
- Hosting sports tournaments, clinics and camps
- Selling products made by club members
- Hosting events such as car washes and bake sales
Gift Cards, Prizes and Honorariums
Gift cards, prizes and honorariums may not be purchased or given without approval from Accounting/Fiscal Services, which can be obtained by working with the Student Affairs Office Detailed procedures have been written by Account/Fiscal Services and are specifically outlined on the Prize, Gift Card and Honorarium Form. Full explanation of this procedure as well as the form may be picked up in Student Affairs.
Clubs must submit an inventory list of “hard goods” ~ (anything not consumable) at the start and end of each semester. These lists will be kept on file in Student Affairs. If purchases of “hard goods” are made during the semester, Student Affairs will add those items to the inventory list, and the club advisor must sign off that they have received the item. See a Student Affairs Office staff member for details.
Reimbursement of Expenditures
Club members may be reimbursed for expenditures that were made out-of-pocket. Pre-approval is required before making a purchase for reimbursement. See procedures under “Goods” and “Food” for reimbursement procedures. Sales tax and tips are not reimbursed.
With oversight by the Club Advisor, the club treasurer is responsible for collecting, depositing and recording all fiscal transactions. All collected funds, such as dues or money from fundraisers, must be deposited in the ACC club account through Student Affairs within 24 hours of the event. Money raised by fundraising or unspent cash advances, may not be spent prior to being appropriately deposited in the club account. A cash box may be requested from the Cashier’s Office with at least 24 hours notice.
Student Affairs or the ICC may conduct random audits of club accounts. It is important that each club keep accurate records of their expenditures and deposits. All clubs are accountable for the accuracy of their own club records.
Clubs that sell goods or services (i.e. artwork, jewelry, plants, food) to the public must collect sales tax. Clubs should calculate the tax amount into their sales prices. For the current rate, please call Accounting at 303.797.5643. Sales tax collected should be included on the Cash Transmittal form when turning in the deposits to Student Affairs. Clubs do not qualify as tax exempt organizations for selling purposes.
AccommodationsIf accommodations are needed for a club meeting/event, the Advisor shall make a request for the accommodation to Student Affairs three days before the event. Requests cannot be made directly to Disability Services.
Assumption of RiskArapahoe Community College, Student Affairs, and its staff, volunteers and agents assume no liability for people participating in any club activity.
Participation in clubs is voluntary and brings with it certain inherent risks. It is important that club members, advisors and coaches be aware of such potential risks. These may include, but are not limited to, physical injury, loss of life or limb, personal property damage or loss, pain, and mental or emotional trauma.
All participants must have their own personal insurance. Liability waiver forms must be completed and signed prior to activities and must be kept by the club advisor during and immediately following the activity. Liability waivers are available through Student Affairs.
ContractsFor services such as speakers or performers, a Personal Service Agreement must be submitted to Student Affairs for approval. Advisors must sign contracts as the “originator.” Please contact Student Affairs WELL IN ADVANCE for the PSA processing procedure and correct paperwork. The PSA may take up to six (6) weeks to process and required forms to be filled out by the vendor who is providing the service. Please plan accordingly.
CopiesClubs can make copies and print posters in Printing Services using their club account. Please provide a copy of the printing cost receipt to Student Affairs for club balance purposes.
On-Campus FoodAn outside caterer may be used to purchase food. See Purchasing Procedures for Catering.
Off-Campus FoodA food purchase must be approved through the Function Approval Request two weeks before the event. Bring itemized receipts and a completed Direct Pay form to Student Affairs after the event for the Cost center Administrator’s signature. Remember: alcohol cannot be purchased with or paid for from club funds. Alcohol, or the distribution thereof, is not permitted at club events or activities. These policies are applicable for both on-campus and off-campus activities and events.
Scheduling Rooms and FacilitiesIt is the club’s responsibility to schedule meeting rooms and facilities on their own. The Club Advisor must contact the Facilities Coordinator at 303.797.5692 or stop by Room M1735 for more information about scheduling rooms and facilities. Only officially recognized clubs will be allowed to use ACC facilities free of charge. A club may reserve a space to conduct official business, such as meetings, once a week, for no longer than four hours, based upon availability. Official business should reasonably be conducted within a two-hour meeting. In addition, clubs may reserve space as needed for special events, i.e. sales, fundraisers, “parties” etc., which are not a regular occurrence. Based upon availability, space may be reserved during the weekend for special events. However, the advisor or a responsible staff member must be present at the event. If clubs wish to meet more frequently for additional gatherings they may, unreserved, use the designated student spaces, such as the Student Lounge and the Multi-Purpose Room, M1900, based upon availability.
To complete the appropriate travel paperwork, clubs must:
- Fill out an ACC Travel Request and Authorization form.
- Have all students who will be traveling sign a liability waiver.
- Attach a list with the names and Student ID number of club members who will attend.
- If any food will be purchased by club funds during the trip a Function Approval Request Form must be included with the Travel Request.
- Turn in completed forms, along with all conference and event information to Student Affairs for signature by the Cost Center Administrator. Do not pay registration/conference fees ahead of time. Provide all necessary information to register all participants; full name, sessions to attend, dietary restrictions etc. Accounting will register and pay for participants.
In-State TravelCollege-rented vehicles may only be used for travel if an advisor travels with the club and drives the vehicle. Members who take their personal vehicles may be reimbursed per mile. To rent a vehicle or to be reimbursed, an advisor should complete a Travel Request and Authorization form. The College assumes no liability for students driving their own vehicles. College vehicles may only be driven by full-time employees.
Out-of-State TravelTravel requests for out-of-state travel must be accompanied by a letter from the Club Advisor to the ACC President explaining why the club wishes to travel out-of-state.
Other Travel Guidelines
- All club sports teams are required to take a first aid kit with them on trips.
- Travelers must complete and turn in liability waivers to the advisor.
- Drivers are personally and financially responsible for any traffic tickets received during club travel.
- The club advisor is responsible for processing the ACC Travel Request and Authorization form through Student Affairs.
How to Find an AdvisorAn advisor must be a current ACC employee (faculty member, classified staff or administrator). Some clubs may choose to have co-advisors. In this case, the primary advisor must be a current ACC employee as described above.
When you have decided on an advisor who you believe will benefit the development of the club, approach the individual and ask if they would be interested in serving as an advisor. Advisors are not paid for their club participation.
Advisors should be given information about the purpose of the club and told how club members are recruited. Be sure to provide the advisor with a copy of the Club Handbook. Advisors may be asked to attend an orientation meeting with Student Affairs.
Duties of an AdvisorAdvisors have a unique opportunity to blend a student’s classroom experience with real-life experience. Advisor duties include:
- Serve as the representing Campus Authority and mandatory reporters of the college. Such as, the advisor should immediately report any crimes or code of conduct violations to the ACC Police and/or the Student Affairs office.
- Serve as an advocate and resource for club members. They should also remind students that grades and school work come first.
- Attend club meetings.
- Attend club functions, both on and off campus. Note: While substitute staff may be present, the advisor is still responsible for all club activities.
- Assist the club in establishing a positive and productive agenda of activities for the semester.
- Be the club’s primary employee authority. An advisor’s signature is always required on all expenses. Advisors must know and work within their club budgets.
- Sign authorization forms for conferences and workshops, as well as attend with student club members.
- Be available to assist the club with ACC procedures.
- Serve as a positive role model for club officers and members.
- Serve as mediator if conflicts arise among club members.
- Be prepared to meet with individual members to discuss and reflect on the member’s leadership development and personal growth, as needed.
- Maintain open lines of communication with Student Affairs.
How to Find a CoachThe same rules apply for finding coaches as they do for finding an advisor. Coaches are members of the campus community who have chosen to donate their time and expertise.
Duties of a CoachIn addition to the duties of an advisor, the duties of a coach include the following:
- Provide skill development in a given sport.
- Be responsible for ensuring adherence to safety standards during practices, games and travel.
- Recommend equipment purchases and game schedules.
- Know and work within their club sport budgets.
- Facilitate involvement of all club members in their particular sport as well as ensuring adherence to Club Sport procedures.
- Be responsible for encouraging good sportsmanship and fair play at the intramural level.
- Attend all meetings and sporting contests.
Club Sports CompetitionsThe scheduling of tournaments and games are the responsibility of the club president, not the coach. Club sports are played on a non-varsity, intramural level. Sports clubs should play other teams of comparable skill and physical levels. Large college or university varsity athletic teams are above our level of competition.
ACC sports clubs should schedule games with other college clubs. When clubs of a specific type are not available, recreational leagues from community recreation centers may be approached for competition. The following checklist should guide the club in scheduling games:
- Games must be scheduled as far in advance as possible.
- Travel for games is allowed in-state within a 250 mile radius from ACC. The Advisor, or appropriate designee, is required for approved travel.
- Scheduling games during academic breaks and “finals week” is discouraged.
- Coaches and Advisors are required to attend all games in which their respective clubs participate.
- Any cancellation of a scheduled contest must be reported in advance to Student Affairs.
- Club supports members must sign a liability waiver.
Club Sports OfficialsIt is the responsibility of each club to hire club sports officials (i.e., umpires and referees) prior to their games. Clubs should not pay for officials during away games.
The following checklist should be used to schedule and to pay officials:
- A tentative schedule of games for the semester should be established.
- Select only qualified officials. Officials must have appropriate licenses. They must be approved by their sports governing board.
- The club must bring a signed Personal Service Agreement for the officials, along with all relevant scheduling information, to Student Affairs. Please contact Student Affairs WELL IN ADVANCE for the PSA processing procedure and the correct paperwork. The PSA may take up to six (6) weeks to process and requires forms to be filled out by the vendor who is providing the service. Please plan accordingly.
Equipment and UniformsThe Associate Dean of Judicial Affairs and Student Services or designee must review and approve club sports equipment requests, including any equipment and uniforms to be purchased. The purpose of this policy is to ensure that the equipment adheres to quality and safety standards. To purchase equipment and uniforms, a Purchase Requisition form must be completed, signed and submitted to Student Affairs prior to obtaining the items.
Sports FacilitiesStudent clubs may schedule the gym, tennis courts and playing fields. However, availability of these facilities is limited and a fee may be charged for gym facilities and lifeguards. Contact the Facilities Coordinator at 303.797.5692 or stop by Room M1735 for more information about scheduling rooms and facilities. Sports clubs may also contact local recreation centers or schools to schedule facilities for practices and games.
Activities and EventsIn addition to College policies, clubs are bound by local, state and federal laws and should keep these parameters in mind when developing and conducting activities. Typical club activities may include, but are not limited to lectures and workshops, conferences, practices and competitions, outings and trips, or on-campus seminars.
Ways to Promote Your ClubHere are some ideas for promoting your club events and activities:
- Post information about your club and your events on the ACC website. Submit the information you would like on your club webpage to Student Affairs. Please allow 2-3 days for posting.
- Create letter or legal size flyers and post them on bulletin boards labeled “Coming Attractions.” Flyers must contain an accommodation statement, and official ACC logo, and clubs must follow the ACC posting policy when posting material on campus. All posters must be approved by Student Affairs. For further information, see the ACC Posting Policy AP 14-17.
- Use the college’s public area TV monitors to promote your club. Contact Student Affairs at 303.797.5668 on how to submit items for display.
- Set up a table in a common area to distribute literature about your club. Tables must be reserved through the Facilities Coordinator at 303.797.5692.
- Ask faculty to make announcements in their classes, especially if that class applies to your club.