BCSG-Recognized Club Handbook Fall 2017 Page | 2 A Letter from Dean Trauceniek Dear Club Leaders, Welcome back; Campus Life is looking forward to a great academic year together. As a club leader, you are following your own passion, while also creating a space for other members of our community to both broaden their horizons and make meaningful connections. We are grateful for the creativity and energy you bring to the Bates community. Your commitment will not go unnoticed by your peers, and as a club leader you are more likely to be viewed as a role model across campus and especially to your club members. It is our goal to support you in being the most effective club leader that you can be. We in the Office of Campus Life are excited to offer a variety of resources to help you in all facets of your work. Our expertise, guidance, policies, and procedures are designed to help you develop your leadership skills, organize engaging events and programs, and enable your club to flourish at Bates. Over the course of the year you should feel welcome to stop by our office in Chase Hall 108 to discuss your ideas and experiences at Bates. In this handbook, you will find guidelines policies, procedures, and resources that will help you navigate your responsibilities as a club leader, or help a budding club leader take the first steps in creating a new community on campus. We hope that this information will help you thrive in your role; please feel free to voice any questions or concerns you may have. Sincerely, Kim Trauceniek Associate Dean of Students for Campus Life Last updated September 4, 2017. Page | 3 Table of Contents Who We Are ..................................................................................................................... 5 Office of Campus Life ...................................................................................................... 5 Office Staff ....................................................................................................................... 5 Event Staff ........................................................................................................................ 7 Student Programming Fellows ........................................................................................ 7 Budgets & Clubs Board .................................................................................................... 8 Starting a New Club ........................................................................................................ 8 Application Process ......................................................................................................... 8 Criteria for Club Approval ............................................................................................... 9 Benefits of Club Status ................................................................................................ 10 Managing Your Google Group ........................................................................................ 11 Updating Your Club Information .............................................................................. 11 Annual Club Renewal and Budget Application ...................................................... 11 Submit Club Renewal Information ................................................................................ 11 Submit a Budget Application......................................................................................... 12 Attend a Budget Meeting ............................................................................................... 12 Managing Your Club Account .................................................................................... 13 Important Forms ........................................................................................................... 13 Advances ........................................................................................................................ 13 Reimbursement ............................................................................................................. 14 Payments........................................................................................................................ 14 Who’s Who in the Accounting Office ............................................................................ 15 Additional Funding Sources ...................................................................................... 15 Application for Additional Club Funding ...................................................................... 15 Late at Bates................................................................................................................... 16 Wind Down Weekends .................................................................................................. 16 Breaks at Bates............................................................................................................... 16 Community Engagement Grants ................................................................................... 16 Community Liaison Grants ........................................................................................... 16 Community Service Transportation Assistance Grants ................................................. 17 Green Innovation Grant ................................................................................................. 17 Purposeful Work Mini-Grants ........................................................................................ 17 Last updated September 4, 2017. Page | 4 Student Fundraising Policy ....................................................................................... 18 General Fundraising Guidelines ................................................................................... 18 Fundraising Guidelines for BCSG-Recognized Clubs ................................................... 19 Prohibitions ................................................................................................................... 20 Donations from Local Businesses and Vendors ............................................................ 20 Solicitation on Campus by Outside Vendors ................................................................. 20 Alumni and Parents ....................................................................................................... 21 Students Seeking Grants ............................................................................................... 21 Additional Restrictions and Requirements ................................................................... 22 Event/Program Planning ............................................................................................ 23 Roles & Responsibilities ................................................................................................ 23 Event/Program Staffing Models ................................................................................... 24 Sample Event/Program Planning & Execution Timelines ........................................... 26 Contracts ........................................................................................................................ 31 Movie/TV Screenings and Copyright ............................................................................ 33 Marketing ....................................................................................................................... 33 Important Resources and Contact Information .................................................. 35 Resources for Using Your Club Account ....................................................................... 35 Resources for Event Support ......................................................................................... 35 Resources for Marketing ............................................................................................... 35 Frequently Asked Questions ...................................................................................... 36 Last updated September 4, 2017. Page | 5 Who We Are Office of Campus Life Located in Chase Hall 108, the Office of Campus Life provides robust resources and support to BCSG-recognized student clubs, and supports the coordination of student-led campus events and programs. The Office is open Monday through Friday from 9:30am to 4:00pm. Office Staff Areas of responsibility: Supervisor of all Campus Life staff; direct advisor to Bates College Student Government, The Bates Student, and the Mirror yearbook staff; policy, program, and leadership development; general advisor to BCSG-recognized student clubs and other student organizations. Kim Trauceniek Associate Dean of Students for Campus Life [email protected] Areas of responsibility: first-year programs; orientation; parent liaison; class listservs. Carrie Murphey Assistant Dean of Students for First-Year Programs [email protected] Last updated September 4, 2017. Page | 6 Areas of responsibility: Primary advisor to Chase Hall Programming Board, and Village Club Series Crew; general advisor to Bates College Student Government, BCSG-recognized student clubs and other student organizations; student leadership programs; curator of Bates Today; coordinator of Campus Life marketing and social media; coordinator of major campus events (dances and concerts); supervisor of Coordinator of Campus Life & Residential Programming, Campus Life Event Staff and Ronj coffeehouse staff; Green Dot instructor. Nick Dressler Assistant Director of Campus Life [email protected] Areas of