Club Advisor Meeting<br />Fall 2010<br />
Welcome<br />Staff Introductions<br />Program Manager – Holly Williams<br />Coordinators – Tammy Davis and <br />Abe Liand...
Office of student activities<br />The Office of Student Activities is responsible for coordinating all student organizatio...
Operating procedures and guidelines<br />Student Organization Manual<br />Advisor Roles and Responsibilities<br />
Maintaining “Active” Status<br />Complete all mandatory activities <br />Club Funding Checklist  <br />Observe college rul...
SGA Meetings<br />Meeting dates and times<br /><ul><li>Monthly – (Second) Fridays from 12 noon to 1:30 p.m. in TECH 102
12 noon – lunch
12:20 – meeting</li></ul>Each club must send one representative<br />
SGA fee advisory committee<br /><ul><li>The SGA Fee Advisory Committee is charged with the proper allocation and distribut...
Meetings are held monthly on the last Monday.</li></li></ul><li>money matters<br />Budget Codes<br />Ex. 14-0500-5-0500000...
Clubs not meeting requirement will receive an appropriate percentage of funding</li></li></ul><li>purchasing<br />Copying ...
Employee Reimbursement up to $75
Pro-Card
Invoice over $50 –OR–
Set up a meeting with a Student Activities Coordinator to make purchase</li></li></ul><li>Event scheduling and publicity<b...
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Club advisor meeting spring 2011

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Advisor training from Student Activities at LSC-CyFair!

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Club advisor meeting spring 2011

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

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