RSO Advisor Handbook

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Table of Contents

Student Life Mission and Vision ……………………………..………………………… 4

Role of the Office of Student Life ……………………………………..……………….. 6

Student Life Contact Tree ……………………………………………..………………… 9

Social Media …………………………………………………………..…………………… 10

Role of the Advisor …………………………………………………………..………….. 11

Advisors Responsibility to Report ………………………………………….………… 16

RSO Core Competencies …………………………………………………….…………. 17

Student Organization Compliance ………………………………………….………… 22

The Basics of Student Organizations ………………………………………….…….. 24

How to Start a Student Organization …………………………………………….…… 33

Lone Star College- Tomball Student Life Advisor Agreement Form ……………. 37

Registration of an Organization ………………………………………….……………. 39

RSO Funding Policy ……………………………………………………….……………. 41

RSO Event Planning …………………………………………………….………………. 43

RSO Budget …………………………………………………………………………….…. 49

RSO Advisor – Purchasing ………………………………………………….…………. 62

College Sponsored Student Travel ………………………………………….……….. 70

Transportation Options ……………………………………………………….………... 74

Section VI.D.1. Non-Academic Student Travel Chancellor’s Procedures …….. 82

Student Fee Advisory Committee …………………………………………………..... 91

LSCS Policy for Fee Types in Student Activities ……………………………..…… 96

Mission Statement

The Office of Student Life, in partnership with our students, faculty, staff and the larger Tomball community, is committed to developing positive, inclusive student opportunities and experiences that contribute to an extraordinary Lone Star College-Tomball education.

Vision Statement

The Office of Student Life believes that every student can achieve success through access to and inclusion in a wide range of academic, leadership, service and social experiences.

The Notice

While this Handbook is intended to be a summary of policies and procedures of pertinent information to student organizations, its readers should be aware that it is not a complete statement of all procedures, rules and regulations of the college. This handbook is a living document; the college reserves the right to change without notice or obligation any procedure, policy, and/or program which appears in the handbook.

Student organization members and advisors are responsible for becoming familiar with the contents of this handbook and to follow all college policies, rules, and regulations as they pertain to student organizations.

Role of the Office of Student Life

Student Life serves as a resource for registered student organizations. Student Life staff provide programming, logistical assistance and guidance for student organizations including: coordinating the onboarding and approval of a new registered student organization, providing training and leadership development, communicating and clarifying Lone Star College policies and procedures, offering graphic design and marketing support, offering assistance in campus facility reservations and facilities and technology requests.

In Addition:

• Provides Texas mandated Risk Management Training • Serve as the primary resource for all related matters of student organizations • Enforces all Lone Star College (LSC) policies, regulations and administrative rules related to registered student organizations • Facilitates student organization marketing requests • Conducts financial audits of student organization budgets • Provides periodic review of the operations and activities of all registered student organizations • Dispenses student activity fee allocated funding • Investigate allegations that an organization has violated an LSC policy, state policy or administrative rule • Facilitates contracts • Facilitates travel approvals

Student Life is not responsible for: • Making travel arrangements and reservations • Initiating payments for organizational purchases (exceptions: Direct Pay requests and Requisitions) • Taking on the responsibilities of organization advisor

Student Life Initiatives

Wolf Pack Camp Get connected with students, faculty and staff and strengthen your skills!

Welcome Week A week of activities to welcome new and returning students to LSC- Tomball at the beginning of the Fall and Spring semesters.

Involvement Fair All clubs gather in the commons to recruit members!

Student Activities Board The Student Activities Board (SAB) plans activities/events on campus for the fellow students!

Student Government Association The voice of the student body that handles student issues and implements solutions!

Fall Fest A themed event that Student Life and all the clubs host on the Southwest Lawn to bring the campus community together for fellowship and allows you a break from classes! The theme is traditionally fall or Halloween themed.

Spring Fling Spring Fling is our “Welcome to Spring” event! Students, faculty and staff enjoy food, fun and activities together. Come and hear about the promos and things offered by the clubs at LSC- Tomball! Spring Fling is like Fall Fest!

iLead Fall/Spring Event All student organizations officers and members meet to train for the upcoming semester! Leadership training iLead’s are held throughout the academic year.

LSC-Tomball Club Sports Teams Try-outs are held at the beginning of the fall and spring semesters for our club sport teams. Teams offered at LSC-Tomball include men and women’s basketball, men’s soccer and women’s volleyball! For the recreational side of you, numerous recreational sports opportunities are offered throughout the year.

Welcome Student Organizations!

The Office of Student Life and our student organizations are the heartbeat and soul of our college. Student organizations exist on our campuses to engage students outside the classroom and to provide opportunities for students to have extraordinary experiences. Giving back to our community through numerous service opportunities, traveling to conferences, hosting events and attending events are all important student experiences that the Office of Student Life is passionate about providing.

Through these activities, the Student Life staff offers students the opportunity to develop their leadership skills, create and perpetuate traditions, and enhance the overall quality of our students’ collegiate experience. So, take your time and check out the Office of Student Life website to see what's available to you. If you have any questions, feel free to come by or contact us! We're here for you! Stop by and say "Hi!" to us in office C-223! Our website can be found at http://www.lonestar.edu/student-activities-tomball.htm.

Our marketing request form can be found at https://lsctomball.formstack.com/forms/marketing_request_form

Contacts:

Shannon Marino Kate Greene Director Graphic Design, Student Life C-223 A C-223 B 281.357.3642 281.357.3741 [email protected] [email protected]

Lisa Guitierrez LSC-Tomball Student Life Program Coordinator C-223 C-223 C 281.357.3647 281.401.1820 [email protected] [email protected]

Sonya Cerdan Marketing, Student Success C-223 B 281.401.1819 281.401.1861 (fax) [email protected]

Twitter: @LSCTStudentLife

Instagram: LSCTStudentLife

Facebook: Tomball Student Life

Snapchat: LSCTStudentLife

Role of the Advisor (Faculty/Staff Member Commitment)

An advisors’ role is to support the students in their efforts and provide guidance as needed. Their role is to be a resource more than an instrument of action. As an advisor the organization will rely on them to be knowledgeable of LSC-Tomball policies, process and procedures. They are not expected to know everything however they will be expected to assist students in accomplishing their desired goals.

The ideal relationship between advisors and the organization involves trust and respect. Advisors must feel that they can depend on the organization to act in a positive manner that will bring credit to the college. The organization needs to feel that campus advisors support the goals and endeavors of the organization.

Literature on the advisement of student organizations suggests three major areas of responsibility for advisors. These are: 1) maintenance or custodial functions, i.e. budget maintenance, event registration forms, national and regional correspondence; 2) group growth function; and 3) program content functions. The advisor may perform certain functions within any of the three categories. The three categories, as described below, provide a classification, a rationale, and a validity of group advising

Maintenance functions include those activities that help to maintain the group and to minimize the difficulties it encounters. Advisors interpret college policies and assist in resolving internal disputes and provide a validation signature when necessary. It is recognized that any of these activities may call for careful consideration by advisors and a great deal of working with officers or members of the organization.

Group growth functions are those that are designed to aid the group in improving its effectiveness in operation and to help it progress toward its goals. Activities that may fall within this category are teaching techniques of leadership, helping the officers understand the principles of the organization and administration.

Program content functions may be seen as an expansion of the group’s objectives.

Typically, the functions will vary at different times throughout the life of the organization. The advisor’s leadership role may fall within any of these categories as the situation dictates. New circumstances and situations may arise prompting advisors to change their approach and/or the organization activities. Advisors should not allow their groups to become dependent upon them and their decisions, but they should work toward becoming accepted as participants and as a part of the decision-making process of their organizations.

When a faculty/staff member agrees to become an RSO Advisor*, they should: • Familiarize themselves with LSC policies, LSC-Tomball procedures, purchasing guidelines and Student Life policies and procedures and ensure organization remains in compliance* (see Student Organization Compliance) • Review the RSO’s constitution • Meet regularly with officer team • Attend club meetings (not a requirement, but helps them stay connected) • Attend club events • Assist and meet regularly with organization treasurer regarding RSO’s budget and purchasing • Complete and turn in advisor agreement form Being an advisor is a rewarding time commitment. The key to a successful advisor is maintaining open communication and allowing the students to take ownership in all functions of the organization. An advisor’s role is to guide them, not do it for them.

Typical Advisor Responsibilities: • Empower and motivate students. • Attend as an observer to meetings, working with RSO President or designated officer on meeting agendas. • Being accountable for the RSO budget and all money spent out of it (if applicable). • Being knowledgeable of LSC-Tomball’s Student Life procedures. • Being knowledgeable of Lone Star College Systems policies. • Provide continuity with the history of the organization. • Attending Student Life trainings and workshops provided for advisors. • Complete all necessary documentation for travel and expenses in a timely manner.

• Be informed of all planning and activities of the organization.

Mandatory Expectations of an advisor: • Each individual advisor (including organizations that have more than one advisor) must attend one Risk Management Training. • Attendance at all organization sponsored events and travel • Responsible for RSO budget management • Provide guidance to the organization in regard to University policies and procedures. • Check officer GPA’s and academic standing • If the advisor would like to resign from their position, they must submit a written letter of resignation to the Director of Student Life.

LSCS Board Policy Manual VI.D.13.02. © Student Organization Advisor means a person who (1) serves in an advisory capacity to a student organization and its members, (2) has aged at least 21 years, (3) is not a student at the College, and (4) is the College’s full-time employee or a part-time employee expressly authorized by a college president to serve in the appointed, volunteer capacity.

**An advisor must sign the Advisor Agreement each year. Agreement can be found on the LSC- Tomball Student Life website under student organization resources.

VI.D.1.05 Required Risk Management Training for Student Groups

The College will provide a Risk Management Program for registered student organizations at least once each academic year. The College requires the Student Organization Representatives and its Student Organization Advisor(s) to attend. The College must record the program’s attendance and keep those records for at least three years after the program is held. Other student organization members may attend the program. Student Organization Advisors or Student Organization Representatives will brief the entire student organization on the program’s contents at the next full membership meeting.

VI.D.13.02. Definitions

(a) Risk Management Program means a program that discusses the following topics: (1) possessing and using alcoholic beverages or illegal drugs, including penalties that may be imposed for possessing either substance; (2) hazing; (3) sexual harassment; (4) fire and other safety issues, including possessing and using a firearm, other weapon, or explosive device; (5) traveling outside the College’s location area; (6) behavior at parties and other events held by a student organization; and (7) adoption by a student organization of a risk management policy.

(b) Student Organization means a student group that has properly registered with and is recognized by the College.

(c) Student Organization Advisor means a person who (1) serves in an advisory capacity to a student organization and its members, (2) has aged at least 21 years, (3) is not a student at the College, and (4) is the College’s full-time employee or a part-time employee expressly authorized by a college president to serve in the appointed, volunteer capacity. (d) Student Organization Representatives means the following four officer positions, or similar officer positions: the president, vice president, secretary, and treasurer.

Advisors Responsibility to Report

As a student organization advisor, you are considered a Campus Security Authority (CSA) and a Responsible Employee. The law defines CSAs to include any college official with significant responsibility for student and campus activities. As a CSA or Responsible Employee, you have a mandatory duty to report any crime on or around the campus community by informing appropriate university officials of that crime.

Clery Act The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to share information about crime on campus and their efforts to improve campus safety as well as inform the public of crime in or around campus. This information is shared through the campus’s annual report, as well as through “emergency notifications” and “timely warnings” for certain incidents involving an immediate or ongoing threat to the campus community.

Information disseminated in accord with Clery Act guidelines serves to inform the personal safety and college selection decisions of current and prospective campus community members. All post-secondary public and private institutions participating in federal student aid programs must adhere to Clery regulations. More information on Department of Education Clery Handbook

Title IX Title IX is part of the United States Education Amendment stating that no person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving federal financial assistance. More information on Title IV.

RSO Core Competencies

(Adapted from NACA’s Competency Guide for College Student Leaders) 1. Desired Student Learning and Development Outcome— Leadership Development Student leaders involved in campus activities must understand that their role as positive change agents to inﬂuence others and create a vision. Leadership was discussed as a process rather than a position and group members felt that leadership was relationship oriented and situational in nature. Some examples of initiative for student leaders to take to achieve this outcome are to create an involvement portfolio, read books on leadership, attend different leadership workshops, and seek out a professional staff leadership mentor. If a student completes these initiatives along with the others listed in the Student Competency Guide some example of achievement would be that the student would be able to move the organization toward the mission and strategic goals of the organization and is able to recognize the ethical components of leadership.

2. Desired Student Learning and Development Outcome— Assessment and Evaluation Student leaders should make knowledge-based decisions in regard to resources allocated for the campus programs planned and implemented by their organization. Leaders should possess the ability to effectively evaluate programs as well as assess their campus and community culture. Program evaluations will assure the continued improvement of campus activities and comprehensive assessment will allow campus activities offerings to meet the community development needs of the entire campus. Initiatives students can take to achieve this outcome is to learn how to use both quantitative and qualitative assessment in addition to learning how to effectively use benchmarking and best practices information in efficient and meaningful ways. If done properly, examples of achievement are things like having the ability to measure organizational effectiveness and recognize the impact service has on the student body.

3. Desired Student Learning and Development Outcome— Meaningful Interpersonal Relationships Student leaders need establish meaningful interpersonal relationships which are critical for successful leadership in campus activities. The student leader often relies on committee volunteers to carry out the essential tasks related to providing programs and services. The work of campus activities is

often supported by several on and off-campus constituencies. Professionalism, diplomacy and recognizing the support of others will enhance organizational effectiveness. Utilizing feedback from others, incorporating group reﬂection, and taking personal development assessment/inventories are suggested initiatives to further develop meaningful interpersonal relationships. When these initiatives among others are taken achievement can be seen through the development of mutually trustworthy and rewarding relationship and the ability to

maintain these satisfying interpersonal relationships that support and clarify personal values, goals and interests.

4. Desired Student Learning and Development Outcome— Event Management Student leaders engaged in campus activities have a unique opportunity to learn and practice effective event management. Student leaders should strive toward understanding the appropriate steps and issues involved in event planning and management. Students that take the initiative to participate in program board training activities, read NACA’s Programming Magazine and the Risk Management Reader for Campus Activities Professionals, and participate in risk assessment and planning case studies demonstrate achievement by practicing the steps of effective programming.

5. Desired Student Learning and Development Outcome— Collaboration Student leaders should actively contribute to the achievement of a group goal. How often have we seen the success of co-sponsored programs on our campus? This positive phenomenon is due, in part, to successful collaboration. Student leaders should seek feedback from others and exhibit growth in their skills as a result of working collaboratively. They can take the initiative to actively recruit, encourage and recognize the involvement and contribution of others. They can also develop awareness of the mission and goals of other organizations in order to ﬁnd opportunities for collaboration. Examples of achievement can be seen when students utilize delegation as a means to involve group members and promote and conduct joint programs between organizations.

6. Desired Student Learning and Development Outcome— Social Responsibility Student leaders must role model social responsibility at all times but especially when representing the college/university. On and off campus

behaviors should match the values of the organization and institution leaders represent. This development can be especially difficult for students because it often involved making unpopular decisions because they are the “right” thing to do. Suggested initiatives for student leaders are to demonstrate behaviors that are consistent with campus policies as well as local, state and federal laws, reviewing the student code of conduct, and participating in community governance initiative. When achievement is met in this section, student leaders will challenge the behavior of other individual or groups, participate in service/volunteer activities and understand the importance of civic engagement.

7. Desired Student Learning and Development Outcome— Effective Communication Student leaders must exhibit effective communication to ensure organizational achievement of goals. When communication is a focal point of student learning individuals will personally beneﬁt and organizations will be run more efficiently. Initiatives that can be taken to address this learning outcome are effectively facilitating workshops and/or training sessions, demonstrating active listening, and seeking out learning opportunities such as a curricular Speech Communication class and/or co-curricular communication workshops/seminars. Examples of achievement are evident when students are able to convey messages and inﬂuence others through writing, speaking, or nonverbal expression and can write clearly and concisely.

8. Desired Student Learning and Development Outcome— Multicultural Competency Student leaders develop multicultural competency through celebration of diverse cultures, advocacy for the needs and identities of all members within the community, recognition of the diverse communities within the campus community and beyond, education and awareness of the concerns of those diverse communities, and support of the ongoing inclusion, understanding and dignity of all members within and beyond the campus community. Being able to understand one’s own identity, as well as recognizing the similarities and differences of others, will equip students to serve and lead as citizens in a global society. Suggested initiatives in the area of multicultural competence are enrolling in an academic course that addresses diverse populations and communities, recruiting and selecting organization members from a diverse pool, and assessing programming calendar to see if it meets the needs of a diverse community. When

students are able to recognize and understand one’s own identity, privilege, and culture and advocates equality and inclusiveness achievement is noted.

9. Desired Student Learning and Development Outcome— Intellectual Growth Student leaders promote intellectual growth in all endeavors inside and outside the classroom and recognize it as central to the mission of higher education. Campus Activities offers a fertile practice ﬁeld for intellectual development when student leaders and programmers engage in critical thinking, problem solving and decision making. Student leaders should be cognizant of this learning opportunity and apply knowledge learned to enhance organizational goals and personal development. Reading relevant literature, utilizing case studies, and keeping a personal journal are suggested initiatives that contribute to intellectual growth. Being about to apply previously understood information and concepts in a new situation or setting and using complex information form a variety of sources including personal experience and observation to form a decision or opinion are examples of achievement.

10. Desired Student Learning and Development Outcome— Clarified Values Student leaders and programmers should reflect and engage in the process of values clarification to enhance personal growth and organizational effectiveness. Understanding personal and organizational values play a significant role in achieving effective leadership in campus activities. Clarified values offer the leader a compass to navigate through a variety of leadership situations and challenges. Taking initiatives such as reflecting in a journal on how values guide personal behavior, engaging in diversity dialogues/honest conversations on difference, and participating in social justice activities help students clarify behaviors. An achievement indicator of clarified values is when students can articulate personal and organizational values and how they are congruent with the mission of the institution as well as have the ability to understand how culture influences one’s own values. After developing the Core Competencies, the EAG had discussions about other factors that are important to student leaders. While they are not specific to a student government executive board member, programming board officer, etc. we felt the core competencies were vital to creating personal balance which positively affects leadership ability. So, in the spirit of holistic development the following additional competencies are also

identiﬁed: • Enhanced Self Esteem • Satisfying and Productive Lifestyles • Interdependence • Healthy Behavior • Spiritual Awareness • Personal and Educational Goals • Career Choices. These additional competencies are detailed in the same manner as the Core Competencies with a desired student learning and developmental outcome, suggested initiatives, and example of achievement.

Ken Brill, Augustana College (IL) Lucy Croft, EdD, University of North Florida John Ogle, NACA Office Stephanie Russell Holz, The University of Tampa (FL) Bill Smedick, PhD, The Johns Hopkins University (MD) Mona Hicks, EdD, University of North Texas Jeff Coats, PhD, Bowling Green State University (OH). Originally published in Campus Activities Programming, March 200). Competency Guide for College Student Leaders. Competency Guides. https://www.naca.org/_layouts/15/DigitalLibrary/DigitalResourceAttachment.aspx?ResourceID=9f111449 -b611-42cc-a7bc-87101debebbb

Student Organization Compliance Excerpts from Lone Star College Board Policy Manual

*VI.D.1.06 Compliance with the College’s Policies Registered student organizations must comply with the College’s policies and procedures. The student organization’s activities and programs require Student Organization Advisor approval. Student organizations do not legally represent or bind the College. A registered student organization may use the College’s tax exemption number for its purchases relating to the College’s tax-exempt educational purpose. Items for personal use are not exempt from sales tax.

Compliance refers to completion of action items required for recognition as a student organization at Tomball. Those activities include officer and advisor training; completion of application and forms; college event participation; RSO Involvement Fair participation, renewal of RSO, current RSO roster. Failure to meet the compliance requirements may result in an RSO being suspended from participation or recognition on campus and forfeiture of student activity funding. Please refer to the Compliance Checklist.

Amendment: Forfeiture of student activity funding only if organizations do not comply with college policies.

VI.D.1.07 Violation of the College’s Policies The College can charge a registered student organization with violating this policy and or the Student Code of Conduct. The organization and its Student Organization Representatives may be held responsible for violations during organization-sponsored events. The College holds student organizations and their Student Organization Representatives responsible for violations committed by a member representing the organization or associated with the organization.

Sanctions for student organization misconduct may include the College revoking the registered student organization’s status. Sanctions can also include those listed in Section VI.F.1. A student organization may appeal or proceed as an individual student might under Section VI.F.1.

*VI.D.1.05 Required Risk Management Training for Student Groups The College will provide a Risk Management Program for registered student organizations at least once each academic year. The College requires the Student Organization Representatives and its Student Organization Advisor(s) to attend. The College must record the program’s attendance and keep those records for at least three years after the program is held. Other student organization members may attend the program. Student Organization Advisors or Student Organization Representatives will brief the entire student organization on the program’s contents at the next full membership meeting.

*VI.D.13.02. Definitions (a) Risk Management Program means a program that discusses the following topics: (1) possessing and using alcoholic beverages or illegal drugs, including penalties that may be imposed for possessing either substance; (2) hazing; (3) sexual harassment; (4) fire and other safety issues, including possessing and using a firearm, other weapon, or explosive device; (5) traveling outside the College’s location area; (6) behavior at parties and other events held by a student organization; and (7) adoption by a student organization of a risk management policy.

The Basics of Student Organizations

Definition of a Registered Student Organization A registered student organization (RSO) is a student organization* that completed the registration process with the Office of Student Life and received approval to function as a registered student organization**. Members are current LSC-Tomball students with a full-time faculty advisor. A student organization is to provide students with opportunities to participate in activities to develop their personal, interpersonal and leadership skills.

Benefits

Benefits/Privileges of Student Organizations As a registered student organization, you are given certain benefits and privileges so long as the organization remain in good standing. These benefits/privileges include but are not limited to the following: ▪ Provide useful experience in obtaining a job and providing job related skills ▪ Provides skills and experience on subjects such as: communication, conflict resolution, problem solving, decision-making, planning and teamwork ▪ Gain valuable leadership skills and experience ▪ Assist in persistence, academic success, graduation and transfer success ▪ Access to college facilities ▪ Posting of fliers and advertising on campus ▪ Permitted to host fundraisers ▪ Host campus activities ▪ Access to Student Life resources ▪ Access to SOAR (Student Organization Activities Resource Room): S152

Academic Requirements for RSO’s to remain in Good Standing An officer of a student organization must meet the following academic requirements* to remain in good standing: 1. Have at least a 2.5 cumulative GPA or above prior to the first day of each semester (Fall and Spring) during the term of position.

*VI.D.13.02 LSCS Board Policy (b) Student Organization means a student group that has properly registered with and is recognized by the College. **VI.D.1.04 LSC Board Policy Student Group Registration Eligibility A student group may register on the College’s campuses if (a) the student group does not deny membership because of race, color, sex, age, sexual orientation, religion, ethnic or national origin, religion, disability, veteran status, or any other protected status.; (b) the student group has a Student Organization Advisor; (c) its registration is not prohibited after disciplinary action; and (d) the College’s currently enrolled students and employees compose its membership. Alumni, faculty, and staff can serve as advisors by invitation.

Student Organizations are broken down into categories according to their Purpose ▪ Academic: exploration, further study, and experiences related to academic courses and majors. ▪ Honor Society: organizations affiliated with a national honor society organization. ▪ Cultural: celebrate and support the interest of one or more cultures, races or ethnicities. ▪ Religious: support the interest of religious based topics and studies ▪ Social: peer engagement functions and activities ▪ Special Interest: activities and topics related to lifestyle

Expectations

Student Organization Training The Office of Student Life offers student organization trainings at the beginning of each semester and multiple “refresher” trainings throughout the year. Trainings include event planning, facilitation and registration process, marketing/promotional material guidelines, and topics including but not limited to: campus resources, teamwork, budget management, leadership and having a successful organization. Presenters are Student Life staff, previous student organization leaders and college administrators. Attendance is intended for all members. Training dates are announced each Fall and Spring semester.

Risk Management Training Every year the Office of Student Life will host the State Mandated Risk Management Training.

What is Risk Management?

Risk Management Program means a program that discusses the following topics: (1) possessing and using alcoholic beverages or illegal drugs, including penalties that may be imposed for possessing either substance; (2) hazing; (3) sexual harassment; (4) fire and other safety issues, including possessing and using a firearm, other weapon or explosive device; (5) traveling outside the College’s location area; (6) behavior at parties and other events held by a student organization; and (7) adoption by a student organization of a risk management policy.

*VI.D.13.02 (d) Student Organization Representatives means the following four officer positions, or similar officer positions: the president, vice president, secretary, and treasurer. What is the State Mandate? HB2639/SB1138 – effective September 1, 2007 80th Texas Legislature; Texas Education Code § 51.9361 mandates risk manage education for members and advisors of student organizations registered at postsecondary educational institutions.

http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm

In accordance with the legislation, the Office of Student Life will work with student organizations to complete training on risk management annually.

All RSO Advisor, President, Membership chair or Social chair (if your organization does not have a membership or social chair one (1) additional officer representative is acceptable) is required to complete the risk management training*. Student Life will contact advisors and officers regarding date/time of the risk management training.

Organization Risk Management Compliance will be issued when the organization has:

1. had the minimum number of students attend the State Mandated Risk Management Training; 2. All organization advisors complete State Mandated Risk Management Training; 3. held a Risk Management Information with their organization; 4. submitted completed compliance paperwork regarding information meeting by due date; 5. been recorded as completed with the Office of Student Life;

If an organization fails to complete these steps, the organization is not in compliance and no longer a registered student organization.

Training for Student Groups The College will provide a Risk Management Program for registered student organizations at least once each academic year. The College requires the Student Organization Representatives and its Student Organization Advisor(s) to attend. The College must record the program’s attendance and keep those records for at least three years after the program is held. Other student organization members may attend the program. Student Organization Advisors or Student Organization.

Participation in College Events and Activities Having pride in the college is one of the by-products of being involved in a student organization. Participation and supporting college events and activities are critical to building a connection to the institution. Each organization must participate in all activities each semester, which include: 2019

▪ August 15th - New RSO ▪ September 20th - iLead Registration Forms Open Registration Due ▪ August 15th - RSO ▪ September 27th - iLead Registration Forms Open Retreat ▪ August 20th - Advisor ▪ October 15th - Fall Meeting Registration Due (New ▪ August 23rd - Involvement RSO’s) Fair Forms Due ▪ October 18th - Fall Fest rd ▪ September 3 - Involvement Forms Due Fair ▪ October 29th - Fall Fest ▪ September 4th - Involvement ▪ December 6th - Fall Fair Semester Reports Due ▪ September 20th - Fall Registration Due (Existing RSO’s)

2020

▪ January 6th - Advisor ▪ February 7th - SL Mini

Meeting iLead ▪ January 10th - Involvement ▪ February 11th - RSO Fair Forms Due Budget Request Forms ▪ January 15th - Release Registration Opens for New ▪ February 17th - New RSO’s RSO Registration Closes ▪ January 21st - Involvement ▪ March 6th - Budget Request Fair Forms Due ▪ January 22nd - ▪ March 6th - Spring Fling Involvement Fair Forms Due ▪ January 31 - Mini iLead ▪ March 9th- March 15th - Forms due Spring Break ▪ January 31st - Spring ▪ March 18th - Spring Fling Renewal Due ▪ March 20th - TCA ▪ February 1st - TCA Nominations Due Nomination Forms Open ▪ March 20th - SEA Recipients ▪ February 1st - SEA Due Recipients Forms Open

Your organization will be asked to report to the Office of Student Life a picture from the required service project.

RSO Involvement Fair The RSO Involvement Fair is critical for recruiting new members into student organizations. All organizations are required to participate in the RSO Involvement Fair held each semester. It is important to connect with students at the beginning of the semester.

Role Modeling/Peer Mentoring We expect the members of organizations to be examples for their peers. Your attitude and behavior should reflect the highest standards of excellence.

Guidelines

All student organizations are sanctioned by the Office of Student Life. Recognition of a campus organization does not constitute endorsement of its program or purpose by the college. Recognition is simply an agreement to exist on campus and may be withdrawn by the Office of Student Life if the organization becomes inactive, or violates any federal, state, local, or college laws or regulations. The Director of Student Life will notify the organization in writing about the status change. A student group may appeal, in writing. Final appeal authority rests with the Vice-President of Student Success.

Membership Alumni, family and friends cannot be "members" of a student organization.

Officer Requirements Each organizations president serves as the liaison to the college. Other officer positions required for student organizations are vice president, secretary and treasurer.

The officers must be listed on the organizations roster through Form Stack. Only the officers listed are allowed to represent the organization in business with the college and conduct the duties that apply to their position. In order to serve as an officer, students must meet the following criteria:

▪ Students must be enrolled at Lone Star College-Tomball. ▪ Students must have at least a 2.5 cumulative GPA and be in good standing with the college. ▪ Students on disciplinary probation who are restricted are ineligible to hold a position for leadership in student organizations. This includes both newly elected officers and incumbent officers. ▪ Students on disciplinary probation, who are not restricted, are eligible to hold a position for leadership in student organizations.

Membership Requirements Registered Student Organizations must have at least 2 members in order to remain active. Membership is restricted to LSC-Tomball students. The general members must be in good academic and disciplinary standing and have a 2.0 GPA or above.

Duel Credit Student Membership Dual Credit Student Membership in student organizations and club sports is welcomed and encouraged. However, dual credit students must meet the following criteria: ▪ Pass reading and writing TSI ▪ Pass end of semester exams ▪ Registered in at least 6 credit hours

Hazing All student organizations, their officers and members, are expressly forbidden to engage in any kind of hazing action or situation on or off campus which recklessly or intentionally endangers the mental or physical health or safety of a student for the purpose of initiation or admission into, affiliation with, or participation in the organization.

Hazing is defined as means any intentional, knowing or reckless act, occurring on or off the campus of an educational institution, by one person alone or acting with others, directed against a student, that endangers the mental or physical health or safety of a student for the purpose of pledging, being initiated into, affiliating with, holding office in, or maintaining membership in any organization whose members are or include students at an educational institution.

The term includes but is not limited to:

(A) Any type of physical brutality, such as whipping, beating, striking, branding, electronic shocking, placing of a harmful substance on the body, or similar activity. (B) Any type of physical activity, such as sleep deprivation, exposure to the elements, confinement in a small space, calisthenics, or other activity that subjects the student to an unreasonable risk of harm or that adversely affects the mental or physical health or safety of the student. (C) Any activity involving consumption of a food, liquid, alcoholic beverage, liquor, drug, or other substance which subjects the student to an unreasonable risk of harm or which adversely affects the mental or physical health or safety of the student.

*VI.D.13.02 (d) Student Organization Representatives means the following four officer positions, or similar officer positions: the president, vice president, secretary, and treasurer.

(D) Any activity that intimidates or threatens the student with ostracism, that subjects the student to extreme mental stress, shame, or humiliation, or that adversely affects the mental health or dignity of the student or discourages the student from entering or remaining registered in an educational institution, or that may reasonably be expected to cause a student to leave the organization or the institution rather than submit to acts described in this subsection. (E) Any activity that induces, causes, or requires the student to perform a duty or task that involves a violation of the Penal Code.

A person commits an offense if the person: 1) Engages in hazing; 2) Solicits, encourages, directs, aids, or attempts to aid another in engaging in hazing; 3) Intentionally, knowingly, or recklessly permits hazing to occur; or (4) Has firsthand knowledge of the planning of a specific hazing incident involving a student in an educational institution, or firsthand knowledge that a specific hazing incident has occurred, and knowingly fails to report.

***Eligibility requirements will be verified by LSC-Tomball Office of Student Life individuals and the advisor for the specific organization will be notified if there are students who deem ineligible both academically and disciplinarily.

RSO Name Changing If your organization wishes to change its name a new constitution, explanation of why the name change is taking place and the advisor’s approval must be submitted to the Office of Student Life.

Student Organization Requirements and Limitations *This list is not all-inclusive. Student Life has the authority to change this list at any point. ▪ Must complete all trainings and required paperwork by designated deadline. ▪ Must adhere to Compliance requirements and criteria. ▪ Must gain pre-approval through Student Life for off-campus travel, events and fundraising activities at least three weeks prior to scheduled event. ▪ Must participate in fall and spring RSO Involvement Fairs. ▪ Must complete the RSO renewal form each year and update at the beginning ▪ Must have a current roster on file with the Office of Student Life. ▪ Must complete a minimum of one service project per year. The majority of the members must participate. ▪ Must host a booth at the Fall Fest and Spring Fling. ▪ Must attend the annual Trevor’s Choice Awards. ▪ Must attend a Budget Workshop and a Budget Hearing.

How to Start A Student Organization

Only students may form a Registered Student Organization (RSO). RSOs are intended for students and are funded by students. Full-time faculty and staff are involved as advisors of RSOs, not creators of them.

Step 1: Membership Locate at least two (2) currently enrolled students at LSC-Tomball committed to joining. If you desire to gain interest for your proposed organization Student Life can assist by hosting one (1) interest meeting/tabling. Student Life will advertise by using the general interest- meeting flier and only by: social media, digital media screens and digital poster stands. No additional copying and printing will be allowed. It is the students’ responsibility to provide the content for the interest meeting/tabling and scheduling the time/date.

Membership requirements: 1) All members must be enrolled at LSC-Tomball 2) All members must be in good standing with the college (Academic and disciplinary) 3) All officers must have a cumulative GPA of 2.5 or above, officer position clearly stated in the constitution and be in good standing with the college (academic and disciplinary). * Officers must complete the Officer Roster Excel Spreadsheet and upload it with your Fall Registration Form for Spring and Fall. 4) Members must have a cumulative GPA of 2.0 or above and be in good standing with the college (academic and disciplinary).

Step 2: Secure an Advisor Select a full-time faculty and/or staff member as an Advisor. Every RSO is required to have at least one full-time faculty or staff advisor employed at LSC-Tomball. Part-time faculty or staff members must be approved by the College President. The advisor serves as a resource, agent of the college and guide to ensure success of the student organization. Advisors serve in a volunteer capacity.

***Once members have been selected complete the RSO Member Roster section of the RSO Application. Organization cannot charge a membership fee unless associated with a national chapter that requires dues.

*VI.D.13.02

(d) Student Organization Representatives means the following four officer positions, or similar officer positions: the president, vice president, secretary, and treasurer.

Responsibilities and Expectations of an Advisor *This list is not all encompassing.

Typical Advisor Responsibilities: ▪ Empower and motivate students ▪ Attend as an observer at meetings, working with RSO President or designated officer on meeting agendas. ▪ Be accountable for the RSO budget and all money spent out of it (if applicable) ▪ Be knowledgeable of LSC-Tomball’s Student Life procedures ▪ Be knowledgeable of Lone Star College policies ▪ Provide continuity with the history of organization ▪ Attend Student Life trainings and workshops provided for advisors ▪ Complete all necessary documentation for travel and expenses in a timely manner ▪ Be informed of all planning and activities of the organization

Mandatory Expectations of an advisor: ▪ Each individual advisor (including organizations that have more than one advisor) must attend one Risk Management Training*. ▪ Attendance at all organization sponsored events and travel ▪ Responsible for RSO budget management ▪ Check officer GPA’s and academic standing ▪ Provide guidance to the organization in regard to University policies and procedures.

All advisors (including organizations with multiple advisors) are required to complete the Officer Roster Spreadsheet to be submitted at the same time of the RSO Application submission.

Step 3: RSO Application Form

Complete RSO Application Form. Names and student ID numbers of at least 2 current LSC-Tomball students who are committed to joining will be required before this form can be finalized and approved by the Director of Student Life.

Step 4: Constitution

Develop a constitution and by-laws. You may follow the template/format of the constitution provided by the Office of Student Life or create your own. Constitutions will need to be submitted with the RSO application.

(If a new student organization is affiliated with a national organization, please provide a copy of the national constitution and local by-laws.)

Step 5: Submission & Review

Interested RSO submits the RSO Application, constitution and advisor agreement to the Office of Student Life via the online Officer/Member Roster Excel Spreadsheet. The office reviews the application and notifies the President and Advisor of the organization of application status.

Incomplete registration applications will not be accepted. The Director of Student Life will evaluate and approve/disapprove the student organization's application for registration. Notification of approval/disapproval will be provided to the requestor(s). If a student organization's application is not approved, the student group may appeal, in writing, to the Director of Student Life. Final appeal authority rests with the Vice-President of Student Success.

*Student Life RSO on-boarding renewal process: ▪ Fall o Returning RSO: August 15th – September 30th o New RSO: August 15th – October 15th ▪ Spring o Returning RSO: January 15th – February 15th o New RSO: January 15th – March 15th

Organizations approved in March will function without a student activity allocated budget until the following September when the academic year’s student activity fee allocations become available.

RSO Application Checklist

__ Member Roster __ Model Release Form __ Officer Agreement __ Advisor Agreement __ RSO Application __ Constitution

Lone Star College- Tomball Student Life Advisor Agreement Form

It is important that advisors understand the responsibilities involved before making a commitment to the student organization that they plan on advising.

Please see the list below: ▪ The advisor serves in a voluntary capacity to the student organization and provides guidance, direction, advice, and continuity to both the members and officers of the organization. ▪ Every organization must have an advisor. ▪ The advisor should be informed of what the organization is doing and should to attend meetings and organizational activities. ▪ Goals and ideas for the Registered Student Organizations (RSO) should be discussed with the advisors. ▪ Advisors approves all paperwork regarding finances and college services. ▪ Maintain an awareness of the activities and programs sponsored by the student organization. o Meet with leaders and officers to discuss upcoming meetings and programs, long range plans, goals, and problem solving. ▪ Attend general and executive board meetings. ▪ Assist the organizations treasurer in monitoring and adhering to the budget and Office of Student Life/LSC policies. ▪ Assist with officer transition and new officer training. ▪ Maintain contact with the Office of Student Life. ▪ Explain and clarify college policies and procedures that apply to the organization. ▪ Talk with the organization regarding appropriate behavior on the part of the members and possible consequences of unacceptable behavior. ▪ Be familiar with national structure and services, if relevant. ▪ Approve financial paperwork. ▪ Ensure that all requested/required paperwork is submitted to the Office Student Life.

▪ Advisors are to remain participatory, supportive, and professional in their interactions with other clubs/ organizations, other advisors, campus administration, and the Office of Student Life staff. Organization's Responsibilities to the Advisor. ▪ Officers and leadership must notify the advisor of all the meetings and events. ▪ Consult advisors in the planning of projects and events. ▪ Consult advisor before any changes in the structure of the group, or in the policies of the organization are made, and before major projects are undertaken. ▪ Allow the advisor speaking privileges although the advisor is not allowed to vote. ▪ Be aware that the success of failure of the organization and its events rest on the members of the organization itself, not the advisor. ▪ Discuss concerns and issues with the advisor. ▪ Acknowledge the advisors time and energy are donated, and express appreciation. ▪ Be clear and open about expectations of the advisor.

Registration of a Student Organization

Students at Lone Star College-Tomball have many talents and their curious nature drives them to try new activities often. The College provides a variety of ways for students to get involved in clubs and organizations. Joining a student organization opens the door to networking, enhancing your academic life, and exploring career opportunities. As an active member of a student organization, you will learn important leadership and management skills as you participate in a variety of programs and team projects. This may include planning campus-wide political, academic, cultural, arts, religious or social events, as well as working on various aspects of student publications, competing in athletic competitions or debate tournaments, attending leadership seminars, and organizing community service projects.

To receive and maintain active status, a prospective student organization must submit the student organization renewal form annually and have a copy of the constitution and by-laws on file with Student Life. All registration materials for existing RSO’s must be submitted by September 20th (or the next business day) for the following academic year. All registration materials for new RSO’s must be submitted by October 15th (or the next business day) for the following academic year. The updated roster and officers must be submitted at the same time of the RSO application submission.

Active student organizations, during the spring semester, may function through the summer session (members must be enrolled in summer classes). *Budget expenses do not continue through the summer.

To receive and maintain active status, Student Life have approved the organization’s registration. Failure to register will restrict students from conducting any business or activity, participating in fundraising activities, receiving funds, and from using college facilities for meetings or events.

To facilitate the development of new organizations and to minimize the duplication of existing ones, each organization will need to submit an application annually in order to maintain their status as a Registered Student Organization (RSO) and to continue to qualify for the privileges allowed such groups.

Starting a New Student Organization To begin the process of starting a new organization, please review the following section on the types of organizations that WILL NOT be considered and therefore students proposing these types of organizations should not submit an application. If after the review you decide your proposed organization qualifies then complete the Registered Student Organization Application.

TYPES OF ORGANIZATIONS THAT WILL NOT BE CONSIDERED A. Extreme Risk. Organizations engaging in activities that pose an extreme level of health and safety risk to participants and others or activities that pose a risk of damage to public or private property. B. Service Providers. Organizations providing services more appropriately provided by college offices and academic departments, government agencies, private sector, health and mental health agencies, legal and financial invest firms, and emergency response agencies will not be considered. C. For-profits, Non-profits. Organizations incorporated as for-profit businesses or non-profit organizations will not be considered. D. Investment, Lending Clubs. Organizations engaging in the investment and/or lending of funds, microfinance/microcredit, and solidarity lending services. E. Social Drinking or Smoking Clubs. Organizations that will engage in activities focused on the consumption or tasting of alcohol or use of tobacco or similar products will not be considered.

GUIDELINES FOR NAMING YOUR STUDENT ORGANIZATION ▪ The name of the organization must be unique – do not duplicate a name of an organization that is already an RSO. ▪ Social media for organizations must include “LSC-Tomball” or “LSCT” in the handle name. ▪ Names cannot be offensive or show a lack of opportunity for all students*.

VI.D.1.1. LSCS Board Policy The College provides equal opportunities to all students participating in courses, activities, and programs regardless of race, color, sex, age, sexual orientation, gender identity, gender expression, religion, ethnic or national origin, disability, veteran status, or any other protected status. Section VI.D.1 applies to only to Non-Academic Student Travel as defined below.

RSO Funding Policy

Student Activity Fee Allocation Process

I. Newly recognized student organizations are allocated $250 for their first year of existence. II. Requirements for funding are established every spring for the following year. III. Registered Student Organizations (RSO) are required to attend specific events and programs throughout the year. Their attendance is tracked throughout the year by the Office of Student Life. IV. After spring break, budget request forms are made available to all RSO’s. These forms are due within two weeks of their distribution date. V. RSOs are required to attend a budget hearing, and the Budget Planning Workshops during the Spring semester. The budget hearings consist of a 15-minute meeting with a student organization representative, the Vice President of Financial Operations, or other designee, for the Student Government Association, and the Director of Student Life. VI. After the budget hearing, the SGA V.P. for Financial Operations and the Director of Student Life deduct the percentage of missed required events from each organization’s budget request. VII. After receiving the Student Activity Fee allocation projections for the upcoming year from the System Office, the SGA V.P. for Financial Operations and the Director of Student Life meet to finalize their proposed budget for the Student Fee Advisory Committee (SFAC). The proposed budget includes the allocations for all student organizations, student publications, the reserve account and the Office of Student Life. VIII. The proposed budget is presented to the SFAC at their annual meeting; the SFAC evaluates the proposals for the upcoming year and reviews expenditures from the current year. The Committee also reviews what requirements were met by individual organizations as they go through each organization’s budget request. IX. After the SFAC votes to approve the funding for the upcoming year, the approved budget is then submitted to the College President for review. X. Additionally, at the end of each budget year, remaining monies may be reallocated for travel, equipment, special projects, and any other purchases the Director feels are beneficial to the program.

Student Fee Advisory Committee Proposed Deduction Formula

Deduction Process for Required Events/Forms/Reports 1. Percentage assigned to each class of requirements. 2. Percentage totals determined per organization. 3. Overall percentage deduction.

RSO Requirements Deduction Formula: ▪ SGA Meetings = 36% o Misses: each are a 6% deduction ▪ Required SL Meetings = 10% o Misses: 1=3%, 2=5%, 3=7%, 4=10% ▪ Required SL Events = 10% o Misses: 1=3%, 2=5%, 3=7%, 4=10% ▪ Required Reports & Forms = 10% o Misses: 1=3%, 2=5%, 3=7%, 4=10% ▪ Service Project = 20%

Proposed Allocation Deductions: ▪ 10% or less No deduction ▪ 11% - 20% 10% Deduction ▪ 21% - 30% 20% Deduction ▪ 31% - 40% 30% Deduction ▪ 41% - 50% 40% Deduction ▪ 50% + 50% Deduction

RSO Event Planning

Planning for RSO sponsored events should be student-driven with supervision and coaching by the faculty/staff advisor as needed. If you need assistance on how to plan an event or advice on breaking down your group into committees to complete task do not hesitate to reach out to Student Life.

Step 1: Event Registration The Office of Student Life at Lone Star College Tomball does not have a required event planning process. However, the chart below provides guidelines/suggestions for event planning should you need our assistance. To aid in making your event well organized and timely, please see the below.

Two Weeks ▪▪ Basic event/meeting ▪▪ Not open to the public (community) ▪▪ Located on campus ▪▪ No major student activity funding needed

Four Weeks ▪▪ Medium sized events ▪▪ May involve food ▪▪ Includes student activity funding ▪▪ May include larger venues (West Dining, EMI, off-campus) Five to Six Weeks ▪▪ May be open to the public ▪▪ May require student travel ▪▪ May include invitations to college administrators ▪▪ May require a large outdoor or indoor venue ▪▪ May include entertainment (DJ, inflatables, musicians, etc.) ▪▪ Reserve your event location ▪▪ Typically includes guests

What would require a 6-week registration? An event that involves multiple partners such as community vendors, college departments and a complex marketing campaign (i.e. Spring Fling, International Education Week, Knowledge is Power, etc.).

***College facilities are not available to student organizations during holidays, college breaks or other times when the college is closed.

All sanctioned college activities are governed by Lone Star College System policies and procedures; the Student Code of Conduct and Tomball policies. Organizations hosting events and activities are expected to make sure their guest(s) and participants are aware of the standards and expectations of the college.

To proceed in event planning, submit a marketing request with the Office of Student Life. The marketing request form link is: https://lsctomball.formstack.com/forms/marketing_request_form

Trevor’s Tip: *If dividing assignments amongst members of your organization please make sure the room reservation form is done and approved before anyone submits a marketing request. Marketing requests that do not follow this process will be sent back to the requester.

Step 2: Room Reservations

After you receive your room reservation confirmation from College Relations, you may begin planning for your event. The Office of Student Life will send a confirmation to the organization member that submitted the event registration, the RSO President and the RSO Advisor within 5 business days via email.

Step 3: Marketing Request

A member of the organization will need to submit a Student Life marketing request. All marketing for events, non-event functions and promotional items for organizations are required to have an approved marketing request. The graphic designer for Student Life will confirm that the project has been assigned and set up an appointment with the requestor once your request has been approved.

Trevor’s Tip: Please review the Student Life Club Resources website for approved vendors, marketing deadlines (separate from event registration deadlines) marketing guidelines, etc.

If co-sponsoring with another student organization only one marketing request is needed.

Step 4: Get to Planning Planning an event or program can be a worthwhile experience. Always keep in mind that an organization is a group of individuals pulled together for a common purpose…one person should not do everything alone. Share the duties and take the responsibility for your assignments. Your group and the college are depending on you! Please note: if an event is cancelled please notify the Office of Student Life and College Relations immediately.

Equipment for Checkout: Student Life offers the following items for check-out. Items can be reserved in advance or will be first come first serve. ▪ Machine Rentals o Popcorn Machine ▪ $30/day (includes $10 cleaning fee) ▪ 10 packs of pre-measured popcorn included ▪ $10 for 10 additional packs (if available) ▪ Bags and 2 pairs of plastic gloves included o Snow Cone Machine ▪ $30/day (includes $10 cleaning fee) ▪ Includes up to 3 pre-measured bottles of flavored syrup ▪ $5 for each additional flavor (if available) ▪ Cups and 2 pairs of plastic gloves included o Cotton Candy Machine ▪ $30/day (includes $10 cleaning fee) ▪ Includes up to 2 flavors of floss ▪ $5 each for additional flavors (if available) ▪ Cones and 2 pairs of plastic gloves included

*** $10 cleaning fee will be waived if machines are properly cleaned after use ***

• Digital Rentals o Digital Cameras o Camcorders

Guidelines for equipment checkout: - RSO member must come to the Office of Student Life (C223) to sign out equipment. - Equipment cannot be checked out longer than 3 days. Organization cannot subsequently check out again during the same time frame an additional 3 days. - For starred items RSO member must complete an equipment agreement form, return the equipment by the EOB of the day the equipment was checked out, and leave a copy of their identification card or driver license with Student Life. - At this time Student Life is limited on the services it can offer equipment checkout after business hours (5:00pm Monday – Friday) - Please see the Rental Form on the Tomball Student Life website to rent equipment. Student Organization please complete this form, print and bring by the Office of Student Life (C223) at least 2 weeks prior your event.

Amplified sound: Organizations may use amplified sound although if college personnel deem the sound interruptive the sound must be stopped or modified to meet the request.

Off-Campus Speakers: RSO’s are encouraged to invite speakers/performers to the college. If the organization is seeking to compensate the speaker/performer 1) the speaker/performer must be an approved vendor 2) a speaker’s agreement or performers agreement must be completed by the advisor and turned in to Student Life at least 4 weeks before the event. (*Please see budget for performer/speaker payment guidelines)

Required Attendance Tracking: All RSO sponsored activities (including meetings) have an electronic sign in sheet. All RSO members have an assigned barcode scanner. Student ID’s should be scanned for every meeting. For the event, an RSO representative will scan the ID’s of all students in attendance. After each meeting and event, the ID’s should be uploaded to an excel spreadsheet and the then emailed to Lisa Gutierrez ([email protected]) in Student Life. Barcode scanners and sign in sheets must be turned in to Student Life no later than 3 business days after the function. Scanner Instructions: ▪ Press the trigger button to turn on the scanner ▪ Zero Clear (this will clear out anything you had previously) ▪ Scan storage mode barcode (wait for “Ding Ding Ding” – ready to scan) ▪ Scan ID#’s ▪ Go to computer ▪ Plug in USB blue stick (this will serve as your Bluetooth) ▪ Open Blank Excel spreadsheet ▪ Scan Data Upload barcode ▪ Save by event ▪ Email copy to Student Life: [email protected] or [email protected] ▪ Take USB stick out ▪ Scan the Zero Clear Barcode (this will clear out previously scanned ID’s) ▪ Make sure to charge your scanner with the USB cord that comes with it

Catering Guidelines: The restaurant catering options can be used to accommodate your catering requests for your events. If there are any questions or concerns please do not hesitate to contact the Office of Student Life. Please make sure that the area where your event is held at, that all trash is placed in trash bins and that the location is in the condition that you found it in. Student organizations hosting an event must provide linens, table clothes and table skirts, etc.. Caterers will not have access to a kitchen area or ice machines so please make sure that your requests accounts for this. ▪ If your purchase is under our $2499 transaction limit, you may use your P-card to pay for these transactions.

▪ If you exceed $2499 a purchase order is required, splitting orders is a violation of P-card policy. For any questions please contact [email protected] Please see the Approved Vendors List via the Tomball Student Life Website under Resources for Clubs.

Food: Meetings and Events

In accordance with LSCS purchasing guideline, when food is provided at meetings and events from a catering company or restaurant, a list of students and employees present names and ID’s must be included on the advisors’ expense report.

RSO Budgets

The Budget Request Form must be used when an organization wishes to request funding for their organization. Please follow the steps below when filling out your RSO Budget Request Form: NOTE: All budget requests are due no later than Friday, March 6, 2020 by 5:00pm.

1. Click on the Budget Request Form 2020-2021 here. Please do not change or alter the form in anyway. 2. Please type in your requests. No handwritten requests will be accepted.

3. Save and name your form as followed: 2020-2021 Organization's Name Student Activity Fee Request. EXAMPLE: 2020-2021 SOTA Student Activity Fee Request

**Please make sure that your RSO attends on of the required Budget Workshops in February. **

The treasurer should attend and anyone else is welcome to attend too. Budget Workshop 1: Tuesday, February 25, 2020 in S-160 from 2:00pm- 3:00pm.

Budget Workshop 2: Wednesday. February 26, 2020 in S-160 from 3:00pm-4:00pm.

4. Once the Budget Form is completed and saved please email it to Lisa Gutierrez in the Office of Student Life: [email protected] 5. Once all steps are submitted please stop by the Office of Student Life C- 223 to sign up for a Budget Hearing. Budget Hearings will take place beginning on Monday, March 23, 2020 thru Thursday, March 26, 2020. There will be NO MAKE UP meetings so please plan ahead. Your organization must be signed up for a Budget Hearing Meeting no later than Friday, March 20, 2020.

For questions about the Budget process please email Shannon Marino at [email protected] or Lisa Gutierrez at [email protected] . Or you can always stop by the office C-223 or give us a call at 281-357-3642.

General Budget Information

RSO budgets can be used only for RSO expenses, and all LSC purchasing guidelines and policies must be followed. RSO budgets are NOT to be used to offset departmental expenses, but rather are intended for student organizational use.

➢➢ Funds are not transferable from one RSO to another. ➢➢ Funds are not transferable from accounts other than Fund 14

To review an RSO budget balance and account activity, email [email protected]

As stewards of the SAF funds, the Student Life staff will review expenses to ensure that there is no frivolous or duplicate spending of SAF funds.

Funds Received from Dues/Sales/Fundraisers/etc. – RSO funds collected through dues, sales, and fundraisers are held in Fund 50 – accounts. This type of account will roll over from year to year, so RSO’s can build up funds over time. RSO’s may use revenues from Fund 50 accounts for student scholarships or to make donations to other entities, including non- profit organizations.

Budget Accounts

Once your allocated funds have been released it is up to the organization to decide how the funds will be divided into budgets. Deliberations should take place prior to September 1st and an email request sent to the Student Life Coordinator, Lisa Gutierrez.

Budget Accounts most commonly used by RSO’s:

▪ 14-0800-5-08000000xx-7121 o Contracted Services (speaker, inflatables, performers, etc.) ▪ 14-0800-5-08000000xx-7201 o College Sponsored Travel ▪ 14-0800-5-08000000xx-7301 o Misc. Supplies (event supplies, org supplies, promo items) ▪ 14-0800-5-08000000xx-7401 o Copying and Printing (event food/catering)

FISCAL YEAR BUDGET CLOSE DOWN PROCESS

At the end of each fiscal year business functions of Lone Star College System start to close out. All budgets go to zero August 31 and the new budget for the next fiscal year is created. RSO budgets do not roll over in the Fund 14 account. To support the close down process the Student Activity Fund 14 accounts funds are reallocated into one account, the primary Student Life account to be spent on overall student initiatives, needs and functions.

All remaining funds in individual student organization accounts will be transferred out of groups account and reallocated back into the primary student activity account at the end of the last day of finals. All spending should cease on or prior to that day. Extensions will only be approved for specific expenses not for general usage. Release of allocated funds for FY20 is contingent on completing annual registration and risk management trainings.

Purchasing

RSO’s can apply for a budget by submitting a budget proposal each March. Eligibility for funding requires the RSO to be in good standing with the Office of Student Life, no record of misuse of funds, fulfillment of RSO requirements/compliance and a demonstrated need for funding. In addition SFAC decisions are based on prior year organization activities. The RSO Advisor serves as the primary purchasing agents.

Policies 1. Follow all LSC Purchasing Policies 2. Timely Transactions: RSO’s should carry on business transactions in a timely manner and maintain prudent use of funds. Expedited shipping is not allowed. 3. Itemized Receipts and Invoices: Include an itemized receipt and invoice (if applicable) when completing purchases. 4. Purchases greater than $100 in the form of technology, gaming, devices, equipment, etc. must be inventoried with Student Life. 5. Purchases less than $2,500 can be paid with the advisors purchasing card unless the vendor does not accept credit card payments.

Trevor’s Tip: As an advisor it is your responsibility to make sure there are sufficient funds in the RSO budget for spending RSO money. The best way to do this is to keep a shadow budget by working with your RSO treasurer.

Amazon Purchases

Acceptable Purchases

Supplies Supplies pertaining to items a student organization might need such as posters, markers, books, paint, etc. Contracted Services Services for speakers and rentals Copying and Printing Costs associated with printing posters, fliers and color copies Catering Catering includes snacks, meals, and beverages Travel (mileage, lodging, A TR1 and TR2 must be completed and all transportation, conference travel paperwork (see Travel under Advisors fees, meals, etc.) manual) Promotional Items Items to promote the RSO

Non-Acceptable Purchases

Membership Gifts for individuals Gifts for dues/fees or organization vendors/performers/speakers (organizational, members students and honorary members) Alcohol/tobacco Food for non-RSO Gasoline or other personal related functions vehicle related expenses Supplies for personal Student Donations use Reimbursements Scholarships Stipends*

**When in doubt, check with Student Life**

Food Tip Guidelines

Recommended tip for individual meal: *

TYPE OF SERVICE RECOMMENDED TIP AMOUNT Regular individual meal service 15% - 18% on meal only, before tax

Recommended tip on group meals: *

TYPE OF SERVICE DESCRIPTION OF RECOMMENDED TIP SERVICE AMOUNT Pick up No Tip LSC Employee Picks Up Order from Food Vendor

Food Delivery $10 - $20 is Delivery person(s) reasonable regardless drop food off in of the size of the order disposable containers and set it up on a table to eat right away; tip is usually for the delivery driver

Catering Service 10% - 15% of the Catering company overall bill to a employee(s) deliver maximum of $100 and set up food, drinks, and clean up after event

Full service catering 15% - 20% of the of an event Catering company overall bill, which is a employees set up and collective tip to be split dress tables; deliver among all catering and serve food; company employees provide and serve who worked the event drinks; clean up after event

Giveaways

Every so often an RSO may have the funding to provide a giveaway such as promotional items or technology. If hosting a giveaway keep in mind: 1) A gift card request form* must be completed PRIOR to the giveaway and signed by: a. The Director of Student Life and Director of the Business Office b. Student Names and ID’s included on the form c. Your Advisor should include gift card request form in their expense report 2) Giveaways other than gift card and bulk promotional items: a. A prior written approval by the Director of Student Life

b. Student Names and ID’s c. Advisor include approval and student names and ID’s in expense report 3) If an organization is hosting the giveaway an active member of the organization cannot enter the drawing, raffle, or win the giveaway. If this occurs Student Life will review for a conflict of interest. 4) Students have up to 3 months to redeem their giveaway. If the giveaway is not redeemed in 3 months the item can be resubmitted into another giveaway by the RSO or to the general student body. 5) Giveaways are different than raffles. A giveaway is an item to be “given away” a raffle is conducted to retrieve a monetary or item of value in its place. An organization cannot charge for a giveaway with items purchased from the Fund 14 account. If wishing to raise funds by conducting a raffle, please review Fund 50 guidelines. 6) Cash prizes are prohibited.

Due to a conflict of interest a known member of the organization hosting a giveaway, fundraiser or raffle cannot enter the drawing or win the giveaway, fundraiser or raffle.

Fundraising

RSO’s are encouraged to fundraise. Fundraising helps organization members gain valuable skills, helps off-set organization expenses and fund various projects and activities.

*Fundraising guidelines: ▪ Only registered student organizations are allowed to fundraise. ▪ Fundraising gifts/prizes cannot be purchased out of the Fund 14 account. ▪ Organizations must complete the Fundraising Request Form. ▪ An advisor must be present during all fundraising activities. ▪ On and off-campus fundraisers cannot violate college or state policies and cannot involve the use of alcohol/drugs. ▪ Student organizations must be careful not to compete with other fundraisers. Only one fundraiser is allowed per day. Requests for fundraisers will come on first come, first served basis.

Upon receipt of monies, student organizations will: 1. Work with advisor to deposit funds within 24 hours directly to the Bursars Office located just off the Commons. 2. The Bursars Office will provide a receipt upon request. 3. If you request a receipt, maintain a copy of receipt for student organization records. 4. RSO must report the amount raised and a copy of the deposit receipt to the Office of Student Life.

If a Fund 50 account remains inactive for more than two (2) years, Student Life will move the funds into an approved active student activity account.

Student Life will not be responsible for any financial obligations incurred by the student organization. The student organization and the advisor are responsible.

*ENACTED BY THE LEGISLATURE OF THE STATE OF TEXAS: SECTION 1. Section 51.321, Tax Code, is amended to read as follows: Sec. 5 Sec. 51.321. UNIVERSITY AND COLLEGE STUDENT ORGANIZATIONS.

A taxable item sold by a qualified student organization and for which the sales price is $5,000 or less, is exempted from the taxes imposed by Subchapter C, except that a taxable item manufactured by or donated to the organization is exempt from the taxes imposed by Subchapter C regardless of sales price unless sold to the donor, if the student organization: (1) sells the item at a sale that may last for one day only and the primary purpose of which is to raise funds for the organization; and (2) holds not more than one sale described by Subdivision (1) each month for which an exemption is claimed for an item sold. 19 (b) In each calendar year, the first $5,000 of a qualified student organization's total receipts from sales of taxable items not otherwise exempt under Subsection (a) is exempt from the taxes imposed by Subchapter C. (c) ) A student organization qualifies for the exemptions under Subsections (a) and (b) if the student organization: (1) is affiliated with an institution of higher education as defined by Section 61.003, Education Code, or a private or independent college or university that is located in this state and that is accredited by a recognized accrediting agency under Section 61.003, Education Code; (2) has as its primary purpose a purpose other than engaging in business or performing an activity designed to make a profit; and (3) files a certification with the comptroller as required by Subsection (d). (d) A student organization must file with the comptroller a certification issued by the institution, college, or university described in Subsection (c)(1) showing that the organization is affiliated with the institution, college, or university. (e) The storage, use, or consumption of a taxable item acquired tax-free under this section is exempted from the use tax imposed by Subchapter D until the item is resold or subsequently transferred.

SECTION 2. (a) This Act takes effect October 1, 2001. (b) The change in law made by this Act does not affect taxes imposed before the effective date of this Act, and the law in effect before the effective date of this Act is continued in effect for purposes of liability for and collection of those taxes. (c) For purposes of application of Section 151.321(b), Tax Code, as added by this Act, to the 2001 calendar year, the period beginning October 1, 2001, and ending December 31, 2001, is treated as a calendar year.

Raffles The following are the guidelines for hosting a raffle or selling raffle tickets on campus: • The raffle drawing must be a public event and a non- member of the club must complete the actual selection of the winning ticket. • Raffles cannot extend beyond a 30-day period. • The tickets must be numbered, and the prizes must be listed on the tickets. • In addition to the above guidelines, the item(s) being raffled must be in the organization’s possession prior to tickets being sold. Student Life will validate possession as needed. • The date/time of the drawing must be on the raffle ticket. A copy must be on file with Student Life. • Raffle drawings cannot be extended for any reason beyond a natural disaster. In the event of a natural disaster, the drawing will be rescheduled for the first available business day following said disaster. • Omission of any of the above guidelines will result in cancellation of the raffle, at which time all money must be returned to ticket holders.

Tax Exempt

Always attempt to ensure your purchase is tax exempt. A certificate is available on the Student Life website. If you cannot get tax exempt, you must show a good faith effort that you did when completing your expense report.

RSO Advisor – Purchasing RSO Advisors are the primary purchasers for student organizations. Student Life can purchase items for student organizations but only on rare occasions (ex: advisor is out attending a conference, sick leave, etc.)

Becoming a Purchaser with LSCS Purchasing Process ▪ Submit paperwork for a permanent purchasing card. Advisor will need signature of direct supervisor ▪ Submit paperwork to the Business Office ▪ Sign purchasing agreement with the Business Office. Student Life also has a policy within the advisor agreement regarding purchasing responsibilities. ▪ Complete LSCS Pcard & T&E card training. Self-paced training can be accessed via MyWorkshops. It is the advisors responsibility to become knowledgeable of purchasing procedures and guidelines. ▪ Set up a meeting with the Business Office, DOM, or Student Life Coordinator to walk through how to create an expense report and travel authorization. ▪ Student Life Coordinator will provide you with the organizations budget code.

LSC Student Life does not allow organizations to have personal bank accounts.

Purchasing Requirements

Purchasing Requirements at a Glance (Based on Aggregate Spend During the Fiscal Year for a Specific Commodity)

Amount of Procurement Method Additional Approvals May Apply Additional Purchase Information/Requirements

Weekly reconciliation of P-Card P-Card exceptions: equipment P-Card (Enter a requisition if the expenses with manager approval. valued at $5,000 or above, *$1 to vendor does not accept P-Cards Purchases of software/hardware personal expenses such as fuel, $5,000 or if it is more practical to require alcoholic beverages, ATM cash or purchase via a PO.) prior approval from OTS personal gifts.

*$1,000 to Enter a requisition Purchases of $9,999.99 supported by one (1) software/hardware require vendor quote. prior approval from OTS

Contracts for services below Enter a requisition Purchases of $25,000 are not required *$10,000 to supported by three software/hardware require unless the services require $24,999.99 (3) vendor quotes. prior approval from OTS deliverables (vendor meeting requirements within a timeline) or requires reporting of time and labor

If it is not a cooperative purchase and there are not 3 quotes, then Enter a requisition supported include documentation of how and by three why this vendor was selected and (3) vendor quotes or one how we determined their pricing is Contracts are required for *$25,000 to (1) quote if buying the best value. services $49,999 through a purchasing Cooperative contract. Purchases of software/hardware require prior approval from OTS

Purchases at this dollar threshold must be made Administrative Approval from vendor sources that document is prepared by the have been awarded commodity manager and staff *$50,000 to through a competitive making the purchase and Contracts are required for $99,999 process (RFP/RFQ or approved by the CFO services purchasing cooperative). A requisition is entered once the procurement process is complete.

Purchases at this dollar threshold must be made Board approval required for from vendor sources that purchases with a cumulative have been awarded expenditure of $100,000 through a competitive $100,000 or more Contracts are required for and above process (RFP/RFQ or services purchasing cooperative). A requisition is entered once the procurement process is complete.

* A $50,000 aggregate spend threshold for all purchases applies to the specific commodity purchased across the System in the 12-month, fiscal year period. The primary law that applies to community college purchasing is Texas Education Code 44.031: Purchasing Contracts. Texas Education Code 44.031 Purchasing Contracts.html Revised February 2019

Expense Reports

When completing an expense report for a student activity fee supported organization please be mindful of additional information needed: 1. Approved Budget Expense Form 2. If catering provided: list of names in attendance 3. Itemized Receipts 4. Separate expense report for every event/meeting *Complete all expense reports within 10 days of purchase

Types of Payments

Pro Cards 1) The most common form of payment for student organizations is the Pro Card (purchases up to $2,499.00) 2) Pro Cards are used as a credit card.

For Travel Only

Contract (Agreements) To process a simple contract: 1. After confirming budget and receiving a quote or proposed invoice from the approved vendor email the Coordinator of Student Life to initiative a contract (agreement). 2. The Coordinator will work with you to complete the top section of the contract, including fee amount and details of the program. 3. The Coordinator will facilitate the review request and approvals from the Vice President of Student Success and Vice-President of Administrative Services. 4. Once you receive the electronic copy of the document with LSCS signatures send the document with instructions to the agent or artist/performer to complete the performers section and needed signatures. Instruct the artist to email the completed, signed contract back to the organization advisor. Communicate that a hard copy will be mailed for original signatures.

5. Please make sure to send the Student Life Coordinator the invoice and quote. 6. Once you receive the completed (signed) document from the agent or artist/performer submit signed contract to the Office of Student Life Coordinator at six weeks prior to the date of the function. 7. The organization should send a copy of the fully executed agreement to the agent or artist. 8. A copy of the fully executed contract and invoice will need to be sent to the Coordinator if check requisition payment is to be made at least every 4 weeks.

The contract process is an extended process and should be initiated at least 8 weeks prior to the function.

Requisition/PO A requisition must be completed for payments over $2,500 or payments that require a contract 1. Obtain an invoice from the vendor. The vendor must be a LSCS approved vendor. 2. Using the invoice Student Life creates the requisition. (Please complete the contract steps first if a contract is involved.)

It is the vendors responsibility to go into the system and accept the requisition. Often delay of payment is due to the vendor not going into the system. At the point of the requisition being submitted all processes are completed by LSC system office Accounts Payable, not Student Life.

Vendors/Performers/Speakers RSO’s often reach out to companies for inflatables, performers and speakers for events. When reaching out to a vendor the following guidelines are in place: 1) Check that the company is an approved vendor with LSCS. Student Life can look into the approved vendor list to verify.

2) If the company is an approved vendor submit a completed agreement (contract) to Student Life to review and process for signatures. *An RSO member nor advisor must never sign a contract. There are only two administrators that are approved contract signees for LSC-Tomball. 3) If the purchase is below $2,499.00 and the vendor accepts P- Cards, the advisor can use that payment form. If the purchase is > $2,500 a requisition must be submitted. 4) For all questions please contact the Student Life Coordinator. a. Requisition Process a. Submit invoice, approved vendors contact information and copy of signed agreement (contract) to Student Life to process the requisition. To ensure timely payments a requisition should be submitted 8 weeks in advance. i. For an update on the requisition process or any questions during a requisition please contact the Student Life Coordinator.

Although situations may arise where a student in your RSO is willing to make a purchase for the RSO Lone Star College-Tomball does not allow students to be reimbursed. It is preferred that advisors make all purchases for the RSO. Contact Lisa Gutierrez for any questions or concerns.

College Sponsored Student Travel

*The following guidelines are for domestic travel only.

Traveling to a sponsored conference, group outing, or off-campus organization event is an excellent way to build upon professional skills and personal development. * A trip is a great learning experience however several guidelines must be followed, and student organization advisor is responsible for the overall conduct of the members.* ▪ Students must be members of the RSO. They must have a 2.0 minimum GPA. ▪ Advisors must accompany the students on the trip. ▪ Student organizations should act in a manner that upholds the integrity and character of the college. If necessary, appropriate disciplinary action will be taken regarding irresponsible behavior. ▪ When considering a college sponsored student travel please review the following. ▪ All college sponsored student travel must be pre-approved. ▪ TR1 and TR2/TR3 must be submitted at least 3 weeks in advance to the Office of Student Life for approval. Forms must be originals with a physical signature from advisor/sponsor submitting the document. Once approved, it is the advisor/sponsor's responsibility to submit any updated rosters, TR4's and Hold Harmless Agreements for students to the Administrative Assistant of the Vice President of Student Success. This must be done before departure.

Before the Trip – Advisors complete the following: ▪ Request for Approval of College Sponsored Student Travel (TR1) Trip Plan and Trip Roster (TR2) ▪ Send an email to the Student Life Program Manager requesting travel approval (include expense, dates and nature of travel)

Before the Trip – Students complete the following: ▪ Release and Indemnification Agreement (TR3) – Please have students who are 18 years and older complete this form

▪ Student Travel Waiver and Hold Harmless Agreement (TR4) – Please have students who are 18 year and older complete this form ▪ Medical Form – All students traveling must fill out this medical form; this form will stay with the RSO advisor in case on an emergency

After the Trip – Advisors submit the following (as needed): ▪ Travel Expense Report in iStar (for employee reimbursement after travel) ▪ Incident Report (TR5) – Form A-12

If you are using a Travel and Expense card you must complete the following: ▪ Travel Authorization in iStar – send the email approval from Student Life Director to you HR supervisor so that he/she may approve you TA

If you are traveling with students under the age of 18, please fill out the: ▪ Minor Student Waiver and Hold Harmless Agreement ▪ Minor Student Travel Release and Indemnification Agreement ▪ *** Not the TR3 and TR4

Please see the Tomball Student Life website for more information on travel.

If travel is LESS than 25 miles – Required: 1) Submit a Request for Student Travel (form can be found on Student Life website) After travel approval has been received: 2) If using RSO budget complete Pre-Travel Travel Authorization (TR1) and Post-Travel Travel Authorization (TR2) Optional: 3) Student Emergency Contact form 4) Time Away Form (independent travel)

*Specific trips less than 25 miles will require a participant release agreement such as soccer club and Great Outdoors Club travel. Student Life will inform the organization if the release form is needed.

If travel is GREATER than 25 miles – Required: 1) Submit a Request for Student Travel (form can be found on Student Life website) 2) Submit Trip Plan and Trip Roster Wait for travel approval. After approval has been received: 3) Submit Participant Release Agreement (each individual student completes an agreement) 4) Email completed Trip Plan and Trip Roster and Participant Release Agreement via email to Student Life and the Office of Risk Management ([email protected]) 5) If using RSO budget complete Pre-Travel Travel Authorization (TR1) and Post-Travel Travel Authorization (TR2)

Optional: 6) Student Emergency Contact form 7) Time Away Form (Independent travel)

Can students drive themselves? Students can drive themselves to a college sponsored travel trip although they must complete an independent travel form and the advisor must provide a map of the destination location. The advisor cannot arrange travel if students are traveling independently. LSCS is not responsible for the students’ car or persons in the vehicle. Students cannot be reimbursed for mileage.

Trevor’s Tip: A rental car requires the approval of the college president. When submitting a request for a rental car includes: the signed approved Request for Student Travel and the Trip Plan and Trip Roster. Include in

71 the email the Student Life Manager, Coordinator and Vice-President for Student Success. Keep the College President’s email. It will need to be included when on your expense report after the college sponsored student travel.

VI.D.1.03 Non-Academic Student Travel Students complete and submit Necessary Student Travel Paperwork at least five working days before the Non-Academic Student Travel. Commercial airlines, College-owned, -rented, or -leased vehicles, and commercial vehicles are approved transportation modes for Non-Academic Student Travel under this policy.

V.H.1.3. Academic Student Travel b) Student-Provided Transportation. The following applies when student-owned vehicles are used for Academic Student Travel: (1) College students are not covered by the College’s vehicle insurance policies and cannot be College-approved drivers; (2) adult students drive their own private vehicles at their discretion and peril; (3) adult students riding with another adult student do so at their discretion and peril; (4) College employees cannot arrange for students to drive other students; (5) all student drivers must sign a liability waiver for driving their own vehicle and submit this in accordance with the Necessary Student Travel Paperwork; (6) all student-owned vehicle accidents or collisions must be covered by the student’s vehicle insurance policy; (7) the Academic Student Travel conditions must be detailed in the appropriate form submitted with the Necessary Student Travel Paperwork; and (8) the College must provide student drivers with directions to the intended destination.

Transportation Options

Bus Chartering and Transportation Services Purchasing Process Updated 02/27/19

Lone Star College does not have contracts with vendors that provide this type of service. Therefore, the following purchasing process has been developed, for Bus Chartering and Transportation Services. These services are available through the HCDE Choice Partners Cooperative Contract. You can access this information through the attached link: http://www.choicepartners.org/vendors.php from the below vendors, under “Bus Service (Charter)”, on the co-op list of vendors: ▪ AFC Transportation, Contract: #15/008KC-01 ▪ Goodman Bus Service, Contract: #15/008KC-03 ▪ Merlo’s Charters* * When using this vendor (Merlo), the following process must be followed: ▪ Make sure they are licensed and have liability insurance (request this document and attach to the signed Goods and Services Agreement). ▪ Request a quote (make sure the quote is reasonable and not excessive). ▪ Execute a Goods and Services Agreement. Attached to this process is the current information from Choice Partners for each vendor and separate contact information for Merlo’s. However, you must check the Choice Partners information periodically, to ensure it remains current, as contracts expire and are renewed with new contract numbers. The cooperative name, vendor contract number and expiration date, must be listed in the Comments section of “Review & Submit” step, with “justification” selected, on all requisitions, for these services. You may contact the Commodity Manager, Margaret Bailey at 832-813-6216 or [email protected], if you have any questions regarding this process.

AFC Transportation Contract Category: Bus Service (Charter) Contract Number: 15/008KC-01 Contract Terms: ▪ Initial Award Date: April 21, 2015 ▪ 1st Renewal Start Date: April 21, 2016 ▪ 2nd Renewal Start Date: April 21, 2017 ▪ 3rd Renewal Start Date: April 21, 2018 ▪ Current Expiration Date: April 20, 2019 ▪ Renewal Options Remaining: 1

CP Contract Manager: Karen Chesky [email protected] 713-681-6052

Contact Info: For SALES: Skylar Case 15734 Aldine Westfield Rd. Houston, Texas 77032 Phone: 713-988-5466 Fax: 281-661-1140 [email protected] Website: http://www.afchouston.com

Approved Product or Service: HUB Status: No MWBE Status: No SBE Status: No

About this partner: AFC Transportation provides bus transportation services to schools and other government entities in Texas. This Houston-based company supplies safe, state-of-the-art transportation service of the highest quality to executives, families and children. If you need a chartered bus service, AFC Transportation is the vendor to rely on.

Goodman Bus Contract Category: Bus Service (Charter) Contract Number: 15/008KC-03 Contract Terms: ▪ Initial Award Date: April 21, 2015 ▪ 1st Renewal Start Date: April 21, 2016 ▪ 2nd Renewal Start Date: April 21, 2017 ▪ 3rd Renewal Start Date: April 21, 2018 ▪ Current Expiration Date: April 20, 2019 ▪ Renewal Options Remaining: 1

CP Contract Manager: Karen Chesky [email protected] 713-681-6052 Contract Partner: Goodman Bus

Contact Info: For SALES: Sales Department 6001 North Shepherd Houston, Texas 77091 Phone: 713-880-9700 Fax: 713-880-0005 [email protected] Website: http://www.goodmanbus.com

Approved Product or Service: HUB Status: Yes MWBE Status: No SBE Status: No

About this partner: Goodman Bus is Houston's original private school bus transportation company. Goodman provides school routes, chartered bus service and leasing to the Greater Houston area and its surrounding communities. An impeccable safety rating and friendly, on-time service makes Goodman your No. 1 choice for private school bus transportation.

Merlo’s Charters Contact Info: For SALES: Gabriel Merlo 643 West Parker Rd. Houston, Texas Phone: 833-429-0569 Fax: 713-694-1750 [email protected] Website: https://www.merlocharters.com

Rental Cars

There is a State of Texas contract with Enterprise Car Rental that LSC employees are allowed to use when traveling on official LSC business. Approval for a rental car must be obtained from a Chancellor’s Cabinet Member prior to making any reservations.

The following information is correct as of 1/15/19. Be aware that the rate identifier and/or three-digit PIN are subject to change.

Navigation to this information as well as contact name and phone number for information on the State of Texas Enterprise contract can be found on the Texas State Comptroller website: https://comptroller.texas.gov/purchasing/programs/travel- management/rental/enterprise.php

Two Ways to Reserve

1. Via Telephone by calling 1-866-398-5080 2. Rentals may be reserved at State of Texas Enterprise website 3. The State of Texas rate identifier for Lone Star College System is TXJ1010. The required three-digit PIN code is LON . If they request a customer number, it is TX996. To Make an Enterprise Car Rental Reservation Online:

1. After reviewing the following steps, go to the State of Texas Enterprise website. 2. Enter your location of choice and dates. 3. Enter your State of Texas agency rate identifier (TXJ1010) and click on search.

4. On the next page, enter in your three-digit PIN (LON). (If you need assistance, please call 1-866-398-5080.) 5. Now follow the directions on the next page on the Web site. Insurance Coverage:

When renting a vehicle from all domestic Enterprise locations under the State of Texas contract, the daily rate includes both LDW and Liability coverage.

LDW

LDW (Loss/Damage Waiver or comprehensive), which covers all damage to the rental vehicle if it was rented under the state contract.

Liability, which covers persons and property outside the rental vehicle. The amount of this extended liability insurance is $250,000 bodily injury per person, $500,000 bodily injury per occurrence; and $100,000 property damage per occurrence.

Proof of insurance is located in the glove compartment or on the windshield of all contract rental cars. In the event you need to provide proof of insurance, inform the individual asking that you are renting under a corporate rate which includes the insurance and show the above "proof of insurance" document.

Secondary Drivers

Additional or secondary driver fees are waived for secondary drivers that are traveling with a State employee on official state business. Additional drivers must be at least 18 years of age and present a valid driver's license at the rental location. Secondary drivers could include life partners listed on the same insurance policy.

Disabled Traveler Services

▪ With advance notice to the rental location, vehicles can be delivered to the disabled renter at home or office, or traveler will be picked up and brought to the rental location. ▪ Designated drivers for physically impaired renters need to have a valid driver's license and be over the age of 18. Additional fees will be waived for the additional driver.

▪ Hand controls: Reservations must be made 48 hours in advance either directly with the rental location or through the 1-800-250-4501 reservation line. ▪ Does not offer lift-equipped vans. ▪ Offers relay calls where the renter contacts an interpreter through a Teletype phone and the interpreter will contact Enterprise by phone to book a rental car reservation.

Canada and Mexico Rentals

Rentals driven into Canada have no additional charge and all coverages are valid while traveling in Canada. Rentals available in 240 Canadian locations with varying coverages. Contact location for details of coverages. Rentals driven into Mexico require the purchase of Mexico insurance which can be charged to a direct bill account or a credit card. Locations in Mexico are not participating in the contract.

Re-Fueling Provisions

Vehicles are provided to travelers with a full tank of gas. Any amount less when vehicle is returned is subject to a per gallon fee not to exceed 50% above local market price.

Note to Traveler: If you are given a vehicle that does not have a full tank of gas, be sure the gas level is noted on the rental agreement. Return the vehicle with the same level of fuel in it.

Emergency Road Services:

24-hour emergency roadside services, occurring outside business hours, are available through the toll-free phone number at 1-800-736-8222. If services are needed during normal business hours, contact the rental location directly.

Roadside Assistance Protection (RAP) which is offered at the time of rental to each renter. The cost can vary from $3.99-$5.99/day depending on the size of the vehicle.

Roadside Assistance Protections (RAP) allows Enterprise customers to waive financial responsibility for chargeable roadside incidents such as:

▪ Lost keys ▪ Lockouts ▪ Flat tire ▪ Fuel outage RAP can be added to online bookings at the branch or can be added to a rental ticket at any time. Please note: If added mid-rental, the renter must return to a designated renting location to have the vehicle inspected before adding RAP.

Roadside Charges without protection:

▪ $56 – Flat Tire ▪ $56 – Jump Start ▪ $66 – Lock out

Trevor’s Tip: Keep a copy of College President’s email approval for rental car. A copy of the email will need to be included in expense report.

o Follow rental car guidelines: http://www.lonestar.edu/RentalVehicleInformation.htm

Section VI.D.1. Non-Academic Student Travel Chancellor’s Procedures

These Chancellor’s Procedures supplement and clarify Section VI.D.1. of the Lone Star College District Policy Manual last revised by the Board of Trustees on February 2, 2017— setting out the College’s policies regarding student welfare and rights—specifically, those regarding non-academic student travel. The Policy Manual controls when a conflict arises between it and the procedures below. These procedures were last updated on June 26, 2017. The notice and comment period were open online to the public from March 7, 2017 to April 6, 2017. The College provides equal opportunities to all students participating in courses, activities, and programs regardless of race, color, sex, age, sexual orientation, gender identity, gender expression, religion, disability, veteran status, or any other protected status. Non-Academic Student Travel means travel that meets all three conditions: 1. The travel must be farther than 25 miles from the closest Lone Star college campus or satellite center to the final destination. 2. The travel is not directed by an instructional employee to achieve an academic objective. 3. Either (a) the College funds the travel and uses a college-owned or – leased vehicle or (b) a college-registered student organization requires the travel.

Travel that does not meet all three of these conditions is not considered Non-Academic Student Travel and Section VI.D.1. of the Lone Star College Policy Manual and these corresponding Chancellor’s Procedures do not apply.

Guidelines for Student Domestic Travel, Drivers, & Vehicle Use. Faculty and staff entrusted with traveling with students, or planning independent travel for students, should appreciate the responsibility this

81 creates for themselves and for the College. Planning student travel is therefore a serious endeavor to ensure that a trip runs smoothly, follows the College’s policies and procedures, and minimizes the risks inherent in group travel for students, faculty, staff, and the College. Non-Academic Student Travel may be independent of a chaperone (e.g., a self-guided trip to a run in a 5K in Austin) or it may be chaperoned (e.g., a group trip to the state basketball championship in Austin). Once involved, chaperones have responsibilities under these procedures. Non-chaperoned trips are too fact specific to attempt at this time to lay out any meaningful guidance. Chancellor Cabinet Members remain ultimately responsible to the College for any such travel initiated in their respective areas and should therefore create guidelines that protect the College, students, employees, and the community. The balance of this subsection regards group, not individual, travel. a. At least one chaperone must be present and available for the entire group trip’s duration and every effort should be made to have one chaperone for every 15 students. All authorized group non-academic student domestic travel requires the presence of one chaperone who ideally is also a Student Organization AD (SOA), but at a minimum must be a College employee.3 b. The chaperone requesting approval for student non-academic travel will need to complete Travel Request Form 1 (TR1) at least four weeks before the requested trip is scheduled to begin. The completed TR1 must be turned in to the Student Life Program Manager at the campus sponsoring the student travel. The Student Life department is responsible for securing the necessary authorizations from its college’s Chief Student Services Officer and the Vice President of Administrative Services. The Student Life department will notify the requesting SOA whether the trip was approved or denied as expeditiously as possible (this notification responsibility does not necessarily empower the Student Life department to accept or reject proposals). Requesting chaperones should expend no money or make any representations regarding the trip to third-parties until the Student Life department/Vice President of Student Services notifies the requesting chaperone that the trip has been approved. The

approval must be resubmitted to the Student Life department at least 5 working days before the trip’s scheduled date. c. The chaperone requesting approval must set up Travel Authorization in iStar if using a LSCS traveling P-Card. The chaperone should log in to iStar and follow the following path: Self- Service — Travel and Expense Center — Travel Authorization — Create. The chaperone should use the club or organization’s budget number (or whatever budget code is paying for the trip). The submitting chaperone’s supervisor must then approve the Travel Authorization Request. The Travel Authorization Request must be submitted to iStar within 5 working days of receiving notification of approval from the Student Life department. d. The chaperone requesting approval for student domestic travel will also need to complete Travel Request Form 2 (TR2) which is Trip Plan and Trip Roster Combined Form. The TR2 must also be turned in to the Student Life department on campus and at least 5 working days before the trip’s scheduled date. e. The chaperone requesting approval shall also be responsible for ensuring that each participating student complete and sign Travel Request Form 3 (TR3), which is the Participant Release and Indemnification Agreement. Experience shows that it is best if the chaperone requesting approval completes as many details about the trip on the form as they can before distributing the form to students to complete and sign. The TR3 must also be turned in to the Student Life department on campus and at least 5 working days before the trip’s scheduled date. f. The chaperone requesting approval shall also be responsible for informing students that elect to drive themselves to the destination of the student’s responsibility to complete Travel Request Form 4 (TR4) which is a Student Travel Waiver and Hold Harmless Agreement. Please note that if no students elect to drive themselves, no need exists for completing TR4. Conversely, chaperones should not coordinate or aid students’ carpooling decisions, nor should chaperones—or any employee—ride in, or drive, personal cars with students regardless of who owns the personal car. Chaperones should, however, provide any student driving himself or herself with directions to the intended destination.

g. The chaperone requesting approval shall also be responsible for ensuring that expenses on the trip are paid with an LSCS traveling P-Card (or ProCard if the employee does not have an LSCS traveling P-Card). If no chaperone going on the trip has either a traveling P-Card or ProCard, the chaperone going on the trip must apply for a temporary traveling P-Card. The forms for requesting a temporary traveling P-Card to spend Student Life funds must be picked up from the Student Life Office on each campus. h. The chaperone requesting approval shall also reconcile expenses associated with the trip on iStar and through the Trip Authorization procedure. i. The chaperone on the trip is responsible for completing Travel Form 5 (TF5), which is also titled “Incident Report” if a medical, vehicular, or behavioral issue arises during the trip involving a student. j. The chaperone requesting approval shall submit the Approval of College Sponsored Student Travel, the Trip Plan, and the Trip Roster to his or her Student Life department. The Student Life Office shall in turn register the trip with the College’s Office of Risk Management (ORM) by doing the following. a. Scanning Forms TR1, TR2, and TR3 and saving it as one PDF file. b. Naming the PDF in the following convention: YYYYMMDD- CC-GROUP DESTINATION-EMPLOYEE-LAST NAME, FIRST INITIAL i. YYYYMMDD = date of trip’s departure. ii. CC: campus (i.e., NH, K, T, M, CF, or UP). iii. Group: Music, Band, Geology, etc. iv. Destination: Austin, Dallas, Washington. v. Last Name, First, Initial

Authorized Driver (AD) Responsibilities. All college employees are forbidden from riding in, or driving, personal vehicles with students during Student Non-Academic Travel trips. Therefore, faculty and staff can only ever be AD’s in college-provided transportation. The Policy Manual defines college-provided transportation as an AD transporting student’s in college-owned, -leased, or -rented vehicles. Along that vein, an AD is (1) a college employee approved by the Office of Risk Management (ORM), (2) that has a valid driver’s license for

84 the type of vehicle being driven, and (3) that has a satisfactory driving record. Only an AD may drive College-owned, -leased, or -rented vehicles. The College purchases coverage for third-party bodily injury and property damage liability, including collision and comprehensive physical damage insurance, for vehicles it owns or leases. The liability coverage will provide defense (legal costs) and indemnity (damages that are assessed against AD’s) if you were engaged in travel that is directly related to your college duties subject to the terms, limits, and conditions of the policy contract. The same policy provides third-party bodily injury and property damage liability coverage for vehicles rented by the College’s employees to conduct the College’s business. The College’s automobile insurance policy provides liability coverage for rental vehicles, subject to the terms, limits, and conditions of the policy contract. When an employee is driving his or her own vehicle on the College’s business, the College’s automobile insurance policy provides additional liability protection, which is excess of the liability limit of the employee’s personal insurance policy, subject to the terms, limits, and conditions of the policy contract. The College’s policy does not provide physical damage insurance for employee-owned vehicles. 1. Becoming an Authorized Driver a. An employee wishing to become an AD must contact the Officer of Risk Management (ORM) and submit all required documents. ORM evaluates required documents and, if approved, adds the individual’s name to the Authorized Driver list. ORM’s evaluation must include review of the individual’s Driving Record. ORM ensures ADs have a valid driver’s license and are approved and authorized to drive all vehicles in the class for which that license is issued. Texas Class A, B, C, and M driver licenses are issued to individuals who are exempt from obtaining a commercial driver license (CDL) or who are not required to obtain a CDL. Individuals who hold a valid CDL may drive all vehicles in the class for which that license is issued, or a lesser class, including their personal vehicle. However, this does not include a motorcycle or moped.

2. Having a satisfactory driving record. a. ORM cannot authorize a driver to be an AD that has a then- currently suspended driver’s license, a suspended driver’s

license within the prior three years, or a revoked driver’s license within the prior three years. Similarly, ORM cannot authorize a driver to be an AD if the proposed AD has any of the following violations on his or her Driver Record: i. Driving while intoxicated ii. Driving under the influence of drugs iii. Negligent homicide resulting from the use of a motor vehicle iv. Operating a motor vehicle during a period of suspension or revocation of an operator’s license v. Using a motor vehicle during the commission of a felony vi. Aggravated assault with a motor vehicle vii. Operating a motor vehicle without the owner’s authorization viii. Permitting an unlicensed person to drive ix. Reckless driving x. Participation in speeding contests or illegal drag racing xi. Hit and run (bodily injury and physical damage) driving ORM also cannot authorize a driver to be an AD that has any two or more accidents or moving violations within the prior three years (excluding the moving violations referenced in the bullet points above which by themselves make a would-be AD ineligible.). 3. Renting Vehicles (Cars and Vans). a. ADs wishing to rent vehicles for college sponsored transportation should review the detailed information found in Administration & Finance Operations Manual’s Forms. AD’s wishing to rent vehicles for college-sponsored transportation must be at least 25 years of age, must possess a valid driver’s license for the vehicle being rented, and must rent the vehicle through the Texas State Travel Management Program (STMP). College faculty and staff are not to transport students in their personal vehicles or to organize student carpooling for travel to off-campus locations. As a general rule, any transportation of students must be reported on the “College Sponsored Student Travel” form TR1 and approved by your supervisor prior to the commencement of a trip away from campus. 4. Renting Charter Buses. a. AD’s, SOAs, and chaperones wishing to rent charter buses should contact the Purchasing Department at System Office for

current information on bus charters, rates, approved bus companies, and the Bus Charter Agreement. 5. Booking air travel. a. All air travel for students must be booked by the Student Life department. Student travel arrangements usually flow smoother if the best flights are researched in advance of requesting official booking by the Student Life department. Student Life employees will need the following for all students: (1) name as it appears on government issued identification (e.g., driver’s license), gender, and date of birth. Students may also request a seat preference but are not necessarily entitled to that preference. 6. Reporting Accidents and Collisions. a. AD’s and SOAs should contact their campus Vice President of Instruction and the College’s Director of Risk Management to begin the investigation and claim processing. AD’s should also, to be safe, place their own carrier on notice of the claim. The AD will need to provide to the College information about the accident and injuries, including names, telephone numbers, business activity, documentation of the business-related purpose and information about witnesses and others present at the accident. If an AD or SOA is injured and requires medical care, they must immediately notify the college Office of Risk Management to file a workers’ compensation claim.

Student Responsibilities Students are forbidden from riding I, or d4eving, personal vehicles with faculty, staff or any other college employee during Student Non-Academic Travel trips. Nevertheless, student should have driving directions to any such destination provided by the College. All students participating in Student Non-Academic Travel must also sing a Medical Treatment Authorization form. All student participating in Student Non-Academic Travel must complete and sign TR4, also known as Participant Release and Indemnification Agreement. Student’s wishing to depart from the group travel at any time must submit a Time Away form, OGC-S-2010-10. Students are also reminded that the College’s Academic and Non- Academic codes of conduct apply on all college-sponsored trips, including Student Non-Academic Travel. International Non-Academic Student Travel

Faculty and staff entrusted with traveling with students should appreciate the responsibility this creates for themselves and for the College even beyond Student Domestic Travel. Planning student international travel is therefore an even more serious endeavor to ensure that a trip runs smoothly, follows the students, faculty, staff and the College. All procedures and forms applicable to Student Domestic, Non-Academic Travel apply with equal force here as through fully restated herein. Moreover, participating students are personally responsible for ensuring the9ier ability to depart from, and return to, the United States. Participating student are also personally responsible for ensuring their ability to arrive, and depart form, the country of destination. Student are encouraged to contact an immigration attorney if they have any immigration law questions regarding either their return to the United States or acceptance into the country of destination- the College’s employees cannot give legal advice to students regarding immigration questions. Student traveling internationally are also required to sing waiver and acknowledgment to the matter stated in this paragraph regarding admission and departure from the United States.

Section VI.D.1. Non-Academic Student Travel Procedures Section VI.D.13.02 (c) Student Organization Advisor means a person who (1) serves in an advisory capacity to a student organization and its members, (2) has aged at least 21 years, (3) is not a student at the College, and (4) is the College’s full-time employee or a part-time employee expressly authorized by a college president to serve in the appointed, volunteer capacity.

A travel authorization (TA) is completed after a signed approval for college sponsored travel form has been received.

Student Fee Advisory Committee Procedures

Effective Date: October 1, 2018 Purpose These procedures are intended state laws regarding the establishment of a Student Fee advisory Committee (SFAC) and the Committee’s governance and responsibilities associated with the expenditure of student activity fees.

Authority ▪ Texas Education Code §54.5031. ▪ Student Fee Advisory Committee ▪ Texas Education Code §54.5033. ▪ Student Fee Advisory Committee Meetings Open to Public ▪ Texas Education Code §54.503. ▪ Student Services Fees ▪ Texas Education Code §51.9361. ▪ Risk Management Programs for Members/Activities of Student Organization ▪ LSCS Policy Manual VI.B.4.02. ▪ Fee Types (e) Student Activity Fees ▪ Texas Government Code Chapter 551. ▪ Open Meetings

Scope These procedures apply to each campus.

Responsible Party Campus President, Vice President of Student Services and Vice President of Administrative Services.

1. Administering Student Activity Fee Funds a. Student Fee Advisory Committee (SFAC) recommends the overall Student Activity Fee (SAF) budget for the campus. These fees fund salaries and benefits, travel, supplies,

contracted services, and official functions for the Office of Student Life, as well as Registered Student Organizations (RSO), Recreational Sports and other requests that are also vetted through the Student Fee Advisory Committee (SFAC). Campus President approves recommendations. b. SFAC recommended budgets are provided to the campus President, Vice President of Administrative Services and the Vice President of Student

Success by August each year. The recommended budget is constructed using the fee request process: i. Student Activity Fee Request Forms may be submitted by an RSO, Office of Student Life, or department seeking to utilize student activity fees for an allowable use. ii. Requestor fills out the Student Activity Fee Request Form and submits it to the Office of Student Life. iii. Student Life ensures proper form completion and provides analysis and/or summaries for all fee requests to the Student Fee Advisory Committee for consideration. iv. Student Fee Advisory Committee reviews requests, considers available funds vs. amounts requested and votes to determine the recommended allocation for each RSO prior to deadlines published in the Budget Process Calendar and campus specific business deadlines. v. Student Life will maintain documentation of requested budgets, recommended budgets and actual budgets. vi. Recommended allocations are provided to the campus president for final review and approval. vii. In accordance with Texas Education Code §54.5031, before recommending the student fee budget to the governing board of the institution, the president of the institution shall consider the report and recommendations of the committee. If the president's recommendations to the governing board are substantially different from the committee's recommendations to the president, the administration of the institution shall notify the committee not later than the last date on which the committee may request an appearance at the board meeting. On request

of a member of the committee, the administration of the institution shall provide the member with a written report of the president's recommendations to the board. LSC Board of Trustees will vote for final approval for all student activity fee funding. c. Approved RSO allocations are budgeted in the appropriate department prior to published deadlines to be included in the proposed budget presented to the board of trustees at the regular August board meeting. d. RSO Advisors and student leaders will have access to the board approved budget each September 1. e. Sports Clubs are funded annually as agreed by the campuses. f. Student Life personnel monitor expenditures throughout the year to ensure compliance with all LSC standard guidelines to include but not limited to Risk Management (as outlined in the LSC Risk Management training required by TEC §51.9361) and budgetary procedures as well as state law and LSC Policy and Procedures; and, work closely with RSO Advisors to ensure funds are spent appropriately. i. In the event of unused funds, Student Life will provide a recommendation to the SFAC for how the funds may be spent. The

SFAC will review the recommendation, make any suggestions/edits for changes, and then vote on how the unused funds will be reallocated. ii. Annually, Student Life will prepare budget reports for SFAC review as well as for the approval to reallocate any unused funds as outlined in the SFAC procedures.

2. Description and listing of allowable expenses for Student Activity Fees is provided in the Allowable Expenses by Fund chart found on the Employee Intranet site located here.

3. Required documentation, records retention and reporting: a. SFAC documentation requirements are outlined in Student Fee Advisory Committee Procedures: i. Section II.B- Ensure proper maintenance of all official records of the Student Fee Advisory Committee. The official records of the Student Fee Advisory Committee

will be retained in the Office of Student Life for a period of three years. ii. Section III.F- Minutes will be recorded and approved for all meetings. Committee approved minutes will be retained as an official record and made available on the College’s designated webpage. iii. Section III.G- Annually a final Committee Approved Allocations document will be made available on the College’s designated webpage. iv. Section III.H- Any changes in the membership, procedure, and responsibilities of the Committee must be submitted in writing to the campus President for approval and documentation as an official record. b. RSO Advisors will also maintain record of Risk Management Training completion by member, as required in TEC §51.9361. These documents, in addition to notification posting about the required Risk Management Training, will be held in the Office of Student Life for a period of 3 years. c. RSO Advisors will also maintain record of Risk Management Training completion by member, as required in TEC §51.9361. These documents, in addition to notification posting about the required Risk Management Training, will be held in the Office of Student Life for a period of 3 years. i. Fund 14 accounts are maintained by Office of Student Life personnel at each campus. ii. P-card purchases, purchase orders and petty cash reimbursements must be approved by Student Life Program Manager or designee. Expense reports are approved by Student Life before the requestors' supervisor approves it. iii. A copy of all Fee Request Forms and SFAC meeting minutes should be maintained in the Office of Student Life for a period of 3 years. d. Agency fund accounts, Fund 50, in the College’s general ledger are accorded different treatment than Fund 14 because they represent amounts held on behalf of parties external to the College and should only be used to report resources by the College in a purely custodial capacity. Agency fund accounts typically involve only the receipt and remittance of funds. Revenues, expenses, gains and losses in an agency fund

account are not included in the College’s financial statements, only the assets and liabilities are reported, as agency fund account activity are not part of the College.

4. Actions to be taken to ensure compliance with procedures: a. SFAC Procedures i. Annual completion of SFAC Training at each campus for all members ii. Monitoring and updating of SFAC websites iii. Annual compliance reporting to the Office of Governance and Compliance b. Student Activity Fund i. Routine reviews by System Office Finance department to ensure allowable expenditures based on allowable chart ii. Utilization to common fee request form iii. Annual budget and expenditure reporting c. Risk Management Training i. RSO Advisors ensure that public notifications are posted regarding the opportunity for Risk Management training on an annual basis. In accordance with TEC §51.9361 ii. RSO Advisors ensure that all responsible parties should complete the required Risk Management training in accordance with TEC §51.9361 and report that information to Student Life prior to any SAF monies being release. d. Reference Resources i. Registered Sponsored Organization ii. Student Travel iii. P-Card and T&E Procedures iv. Club Sports Handbook

LSCS Policy for Fee Types in Student Activities

VI.B. Tuition and Fees

VI.B.1.01 Policy The College’s Board of Trustees sets tuition and fees for the College’s courses. Texas residents pay lower tuition and fees than out-of-state residents or international students. Likewise, out-of- district Texas residents pay higher tuition and fees than in-district Texas residents. Texas law, Texas Higher Education Coordinating Board rules, and this policy determine Texas residency.

VI.B.1.02 Definitions (a) Child or minor means a person under 18 years of age who is not and has not been married or who has not had the disabilities of minority removed for general purposes. (b) Adult means a person who is not a child, as defined in this section. (c) In-District Texas Resident means an adult Texas resident living in the College’s taxing district boundaries on the census date in the semester in which the student enrolls. It can also mean a non-adult Texas resident whose parents or guardians live within those boundaries on the census date in the semester in which the student enrolls. It can also mean property owners, and their dependents, who pay the College’s property taxes and are Texas residents. It can also mean the College’s full-time employee’s immediate family members. Finally, it can also mean a Texas resident of the Acres Home Super Neighborhood attending the College’s Victory Center. (d) Texas Resident means—for this tuition and fee policy—a person who satisfies one of several circumstances. 1. A person who established a domicile in Texas no less than one year before the semester’s census date in which the person enrolls and maintained that domicile continuously for the year preceding that census date. 2. A dependent whose parent or guardian established a domicile in Texas no less than one year before the semester’s census date in

which the person enrolls and maintained that domicile continuously for the year preceding that census date. 3. A non-citizen person who first graduated from a Texas public or accredited private high school, home school program, or a Texas high school diploma-equivalent program. And second, established a domicile in Texas for at least 36 months prior to graduating or receiving a diploma-equivalent. And third, established a domicile in Texas for one year before the student’s first academic semester’s census date. 4. A nonresident of Texas employed by a business or organization established in Texas under a Texas Economic Development and Diversification In-State Tuition Incentive along with their spouse and children are eligible to pay resident tuition. It is irrelevant how long the person has been domiciled in Texas. The enrolling student must provide a letter of intent to establish Texas residency with the College. 5. A person who established a domicile in Texas no less than 12 consecutive months before the semester’s 12th day in which the person enrolls. And who holds an immigration visa allowing him or her to live in the United States. 6. A person who has filed a Petition for Permanent Resident Status (I-130 or I-140). And who has established a domicile in Texas no less than 12 consecutive months before the applicable semester’s 12th day. 7. A person, ignoring immigration status, who satisfies (c)(3) above and provides the College an affidavit. The affidavit must promise that the person will apply for legal permanent residency as soon as eligible. 8. A person stationed in Texas who is an officer, enlisted, selectee, or draftee of the United States Army, Army National Guard, Air Force, Air National Guard, Navy, Marine Corps, Coast Guard, or a commissioned officer in the Public Health Service. This also applies to the person’s spouse and dependent children. This definition does not apply to service members training in Texas in an isolated or routine manner. 9. A member of the United States Armed Services whose Home of Record with the military is Texas is presumed to be a Texas resident, as are his or her spouse and dependent children. A member whose Home of Record is not Texas but who provides the institution Leave and Earnings Statements that show the member has claimed Texas

as his or her place of residence for the 12 straight months prior to enrollment is presumed to be a Texas resident, as are his or her spouse and dependent children. 10. A Texas resident means a service member’s spouse or child under certain circumstances. First, the service member is stationed outside Texas. Second, the member’s spouse or child resides in Texas. Third, the spouse or child gives the College a letter of intent to establish Texas residency. It is irrelevant how long the spouse or child has lived in Texas if the letter of intent is filed. (e) Out-of-District Texas Resident means an adult Texas resident living outside the College’s taxing district boundaries on the official enrollment reporting date. It can also mean a non-adult Texas resident whose parents or guardians live outside those boundaries on the official enrollment reporting date. (f) Out-of-State Residents means a person aged over 18 years who does not meet the Texas Resident definition under this section. This definition also includes persons aged less than 18 years whose parents or legal guardians resided outside of Texas for the 12 months before the applicable semester.

VI.B.1.03 Establishing Texas Residency and District Status and Grievance Policy The College will provide applicants with a questionnaire, which becomes part of the applicant’s admissions paperwork. The College can seek more information to answer questions raised by the applicant’s responses. Students must also tell the admissions office on the student’s college when a student changes residence. Current and returning students may be required to prove their residency through supporting documents. A student that does not inform the admissions office can be disciplined under the Student Code of Conduct. The student must ensure that any residency or district issues are resolved before registering for classes. A student may file any grievance or objection with their Chief Student Services Officer. The Chief Student Services Officer has final authority to determine a student’s residency or district status under this policy.

VI.B.1.04 Texas Tuition Fund and Texas Guaranteed Tuition Plan Tuition Rates

A Texas Tuition Promise Fund or Texas Guaranteed Tuition Plan beneficiary pays in state tuition but may be required to pay higher fees than a Texas resident as defined in this section.

VI.B.1.05 Errors in Texas Residency and District Status The College may unintentionally misclassify an out-of-state resident as a Texas resident. The College will charge out-of-state tuition and fees to a misclassified person starting with the first semester after the error’s discovery. The same shall be true if the College misclassifies an out-of-district Texas resident as an in-district Texas resident. The College may also unintentionally misclassify a Texas resident as an out-of-state resident. The College will immediately charge Texas resident tuition and fees to the misclassified person starting the very semester during the error’s discovery. The College shall refund the person the sums the person paid over Texas resident tuition. The same shall be true if the College misclassifies an in-district Texas resident as an out-of-district Texas resident.

VI.B.1.06 Notice of Repeated Courses and Excessive Undergraduate Hours The College and its students benefit when students timely complete certificate and degree programs. The College may charge a student higher tuition than standard tuition for repeated courses or carrying excess hours beyond those allowed for a student to keep paying in- state tuition and fees. The higher tuition rates and criteria are published in the College’s annual course catalog.

VI.B.1.07 Tuition Waiver Based on Contractual Training Agreements Tuition and fees may be set in a contract when a third party pays the full cost, or a significant portion, of a continuing education or training program. The tuition waiver in this section can never apply where the third party’s payment does not cover at least instructional salaries. The Chancellor may authorize exceptions to this section and shall report the same to the Board on at least an annual basis.

VI.B.1.08 Dual Credit Tuition Waiver Texas high school students enrolled in dual credit courses will not pay the College any tuition, but the College may still charge fees to those students.

VI.B.2. Installment Payment Plans

VI.B.2.01 Policy The College may offer installment payment plans, as specified in the Tuition and Fees Procedures. Payment plans require a student’s first payment prior to the Official Day of Record for each session in a term and final payment by the last week of class. A student who uses a payment plan will pay an extra enrollment fee at enrollment for each semester the student has a payment plan. The College will inform a student about any overdue tuition or fees. Not paying tuition and fees may impact enrollment status.

VI.B.2.02 Obtaining an Installment Payment Plan The College requires students to enroll and complete necessary paperwork online for a tuition payment plan. That paperwork will include a written agreement outlining the payment plan’s terms and conditions, a promissory note as collateral for the debt, and the student’s financial aid award assignment covering the student’s tuition or fees. The following statement in bold-faced type must be included in any student’s signed promissory note: “A student who fails to make full payment of tuition and fees, including any incidental fees, by the due date may be prohibited from registering for classes until full payment is made. A student who fails to make full payment prior to the end of the semester or session may be indefinitely denied a transcript.”

VI.B.2.03 Appealing Denial of a Transcript for Non-Payment A student may appeal denial of an installment plan to the College. The Chief Student Services Officer will have final authority regarding the student’s eligibility.

VI.B.2.04 Applying Financial Aid Awards to Tuition and Fees The College applies a student’s financial aid award to pay a semester’s tuition and fees. The College will refund the balance after financial aid pays the student’s tuition and fees.

VI.B.3. Refund Policy

VI.B.3.01 Policy The College generally refunds tuition and fees as soon as practical via a refund schedule appearing in this section. Students are advised, however, that Federal Pell Grants, Federal Supplemental Educational Opportunity Grants, and Direct Loans, are subject to a different policy by law. VI.B.3.02 Refund Schedules Defined Refund schedules are determined by the fund type, class type or course, the class semester-length, and the refund’s reason. (a) General Refunds. Courses approved by the Texas Higher Education Coordinating Board for which credit hours are awarded are refunded in accordance with this section. 1. The College will provide a full refund when the College cancels a scheduled course. 2. The College will provide a partial refund when a student drops a course or withdraws before the first day of classes. That partial refund will be the balance of all tuition and fees minus any registration fee, installment plan payment fee, and any applicable late fees. 3. The College will provide a partial refund when a student drops a course or withdraws after the classes first calendar day during the fall or spring semester. That partial refund will be the prorated as follows. A. Calendar days 1 through 15 = 70 percent refund. B. Calendar days 16 through 20 = 25 percent refund. C. Calendar days 21 through semester’s end = no refund. 4. The College will provide a partial refund when a student drops a course or withdraws after the first calendar day of classes during a six-week summer semester. That partial refund will be prorated as follows. A. Calendar days 1 through 5 = 70 percent refund. B. Calendar days 6 through 7 = 25 percent refund. C. Calendar days after the 7th day = no refund.

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(b) Title IV Financial Aid Refunds. Students receiving Federal Pell Grants, Federal Supplemental Educational Opportunity Grants, and Direct Loans are subject to this section. Federal law requires that such students stay enrolled in classes at least 60 percent of the course schedule. Students who withdraw before that date must return funds to the federal government and the College under the following terms: The class schedule’s percentage that the student completed before withdrawing will be the percent of the Title IV assistance that the student earned and will not return. The College will inform the student of the percent completed and the balance owed to the College and the federal government. The student will then return the funds within 45 calendar days. A student that does not repay the sum owed faces serious action if no valid repayment plan is agreed to by the College and student. First, the College may deny the student future course registration, transcripts, or grades. Second, the Department of Education may deny the student eligibility for Title IV funds in the future for not returning sums owed under this section. Repayments will be returned to the Title IV programs in the following order: (1) unsubsidized Stafford Student Loans, then (2) Subsidized Stafford Student Loans, then (3) Plus Loan Program, then (4) Pell Grant Program, then (5) SEOG Grant Program, and finally, (6) Robert C. Byrd Honor Scholarship. VI.B.3.03 Refund Grievance Policy A student that believes an error has occurred regarding a refund should contact the college’s Vice President of Administrative Services. The only available appeal from a Vice President of Administrative Services’ determination is to the college President. The college President’s decision is final.

VI.B.3.04 Withdrawal for Military Service The College provides a withdrawing, active military service student three options: (a) refunding the tuition and fees the student paid for the semester in which the student withdraws; or (b) granting the student an incomplete grade in all courses by designating “withdrawn-military” on the student’s transcript; or (c) assigning an appropriate final grade or credit to a student who has satisfactorily completed substantial coursework and has demonstrated sufficient course-material mastery determined by

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the student’s instructor. The active military service student decides the taken route.

VI.B.4. Fees, Fines, and Charges

VI.B.4.01 Policy The College may set and collect special fees. The College will exempt students from tuition, dues, fees or charges as required by law. Continued receipt of exemptions and waivers is conditional.

VI.B.4.02 Fee Types Continuing Education Course Fees are charged to each person registered in Continuing Education (CE) courses. The Board shall set the fee in an amount sufficient permitting the College to recover the costs of providing the course. CE fees only apply to the College’s courses that do not collect tuition or receive formula funding— including an extension course, correspondence course, or other self- supporting course. Students enrolled in CE courses where the College collects tuition or receives formula funding are charged a specific per-course sum as outlined in the College’s course catalog. Incidental fees include, without limitation, late registration fees, library fines, payment plan late fees, bad check charges, application processing fees, infrastructure fees, and laboratory breakage charge. The Board may fix the rate current and prospective students pay in incidental fees. Incidental fee rates shall reflect the College’s actual costs for materials and services. The College publishes a description and sum for each incidental fee in the College’s annual course catalog. Joint Enrollment Waivers arise when a student registers at two colleges under a joint or cooperative program at the same time. The student must pay all required student services fees to the college designated as the home college under the joint or cooperative program agreement. The non-home college under the joint or cooperative program agreement will award the student a Joint Enrollment Waiver for all required student services fees at the non- home college campus. Laboratory Fees include, without limitation, a sum sufficient to cover the general laboratory material and supply costs a laboratory student uses. The College’s charges for laboratory fees shall not exceed the

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lesser of $24 per semester credit hour or the actual material-and- supply costs the student uses. Student Activity Fees include an every-semester fee per credit hour used to support student activities distinct from the College’s regularly scheduled academic functions and that involve or benefit students. All money collected as student activity fees shall be reserved and accounted for in a distinct account separate from other revenue sources. The College shall only use student activity fees for student activities as defined in this section.

VI.B.4.03 Fee Grievance Policy Students that believe an error occurred regarding a fee should contact their Vice President of Administrative Services. The only available appeal from a Vice President of Administrative Services’ determination is to the college President. The college President’s decision is final.

VI.B.4.04 Continued Receipt of Certain Exemptions and Waivers For formula-funded courses, a student receiving certain mandatory or discretionary State of Texas exemptions or waivers from payment of all or part of tuition or other fees for enrollment may continue to receive the exemption or waiver for a subsequent semester or term only if the student maintains a grade point average that meets the College’s satisfactory academic progress standards regarding eligibility for financial aid. For formula-funded courses, a student who fails to maintain a grade point average constituting satisfactory academic progress may receive certain exemptions or waivers in any semester or term by showing hardship or other good cause, including: a severe illness or other debilitating condition that could affect the student’s academic performance; that the student is responsible for the care of a sick, injured, or needy person and that the student’s provision of care could affect the student’s academic performance; the student’s active duty or other service in the United States armed forces or the student’s active duty in the Texas National Guard; or any other cause considered acceptable by the College.

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LSCS Policy Manual Section adopted by the Board of Trustees on May 3, 2018

Excerpts for this handbook have been taken from: Lone Star College University Park Office of Student Life Lone Star College System Pcard & T&E Card Training PowerPoint Lone Star College System Business Support Services Site Page Texas State Education Code Lone Star College System Risk Management National Association for Campus Activities Journal

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30555 Tomball Parkway Tomball, TX 77375 (281) 351-3300 lonestar.edu/tomball

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