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Club advisor meeting spring 2011
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Club advisor meeting spring 2011


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Advisor training from Student Activities at LSC-CyFair!

Advisor training from Student Activities at LSC-CyFair!

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  • 1. Club Advisor Meeting
    Fall 2010
  • 2. Welcome
    Staff Introductions
    Program Manager – Holly Williams
    Coordinators – Tammy Davis and
    Abe Liandro
    VP of Student Success – Thad Anglin
  • 3. Office of student activities
    The Office of Student Activities is responsible for coordinating all student organizations and activities, as well as handling the various budget issues associated with the student programs.
    The role of the Program Manager for Student Activities is to assist with the creation and management of LSC-CyFair student organizations.
  • 4. Operating procedures and guidelines
    Student Organization Manual
    Advisor Roles and Responsibilities
  • 5. Maintaining “Active” Status
    Complete all mandatory activities
    Club Funding Checklist
    Observe college rules and regulations
  • 6. SGA Meetings
    Meeting dates and times
    • Monthly – (Second) Fridays from 12 noon to 1:30 p.m. in TECH 102
    • 7. 12 noon – lunch
    • 8. 12:20 – meeting
    Each club must send one representative
  • 9. SGA fee advisory committee
    • The SGA Fee Advisory Committee is charged with the proper allocation and distribution of funds collected from the student activity fee. All allocated funds must support activities that enhance the college experience for the student body. Activities should encourage and develop leadership, co-curricular educational events, or campus unity-building events.
    • 10. Meetings are held monthly on the last Monday.
  • money matters
    Budget Codes
    Ex. 14-0500-5-05000000xx-xxxx
    Ex. 50-0500-5-050000xxxx-2010
    2010-2011 Budgets
    Budget Tracking Spreadsheet
    Funding Request Application
    • Due the 20th of the month prior to event
  • Club Funding Guidelines
    All Active Clubs are eligible for $250 operational funds each semester
    • Must meet all requirements
    • 11. Clubs not meeting requirement will receive an appropriate percentage of funding
  • purchasing
    Copying / Printing
    Print Shop– Joe Rodriguez – Next to bookstore
    Printing request must be signed by advisor
    and have correct budget code and club name
    Food Service Department – Kim Zandwyk/Jay Warren
    At least 72 hours in advance
    Copy Student Activities on request
    Other - Must have SAPM approval
    • Petty Cash
    • 12. Employee Reimbursement up to $75
    • 13. Pro-Card
    • 14. Invoice over $50 –OR–
    • 15. Set up a meeting with a Student Activities Coordinator to make purchase
  • Event scheduling and publicity
    R25 Reservation System
    Copy Student Activities on request
    Publicity Guidelines
    Materials with LSC-CyFair name and/or logo MUST adhere to system branding guidelines
    ALL materials must include affirmative action/eeo college statement
  • 16. Travel Procedures
    Preliminary Steps
    Confirm travel approval and budget
    Confirm ALL travelling students are credit-seeking students
    Determine if any student has special needs
    Submit Travel Authorization through iStar
    • Form is sent to your respective division dean
    • 17. Copy of TA must be sent to Student Activities
  • Travel Procedures
    Advisor Packet
    Student Packet
    Only needs to be completed once each fiscal year
    Must sign a travel code of conduct
    Driver Records
    Must be on file in the Facilities Office
  • 18. Travel Procedures
    Submit Incident Report Form (if needed)
    Complete and submit Expense Report through iStar
    • Form is sent to your respective division dean
    • 19. Copy of ER, along with all trip receipts, must be sent to Student Activities
    All forms should be completed and submitted to the Office of Student Activities within one week following trip
  • 20. Go Ducks!!
    Have a productive and fun semester!!
    Thank you for your support of Student Activities.