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Club Funding 2015-2016
Workshop TopicsEligibility for Funding
Club Funding Procedures
Requesting Club “6” Account Funds
Requesting Co-Curricular Activities Funds
Requesting Club Activities
Point System Guidelines
Eligibility for FundingIt’s as EASY as 1 … 2 … 3
1. Attend Club Funding Workshop2. Turn in Annual Forms
Advisor Agreement Officer List Club Charter Renewal Constitution Updates
Due by 4 pm, Friday, Oct. 16, 2015. Bld. 130, Rm. 113, Inbox on back counter-
3. Earn Points and Submit All Requests on time.
Two Sources of Money
Club Funds (“6” Account) Money raised through bake sales, car washes,
donations, etc.
Co-Curricular Activities Funds
Money requested from the Co-Curricular Activities Department
Club Fund 6 Accounts Making Purchases:
Contact our office for vendor choices Complete an All in One Request Form before purchase Attach Minutes showing approval for purchase Attach Price Quote
Clubs NOT tax exempt
Getting Reimbursed for Purchases: Complete an All in One Request Form before purchase Attach Minutes showing approval for reimbursement Submit original receipt after purchase
• Deposits: Use Deposit form Checks made out to Daytona State College
Driver’s License written on check
Making Purchases: Contact our office for Vendor Choices Complete All in One Request Form Attach invoice or price quote. *College IS Tax Exempt
Getting Reimbursed for Purchases: Prior to Purchase: Complete All in One Request Form Return original sales receipt to our office
Co-Curricular Activities Funds
• Set Up a Travel Authorization Meeting with the Co-Curricular Activities Staff
• Request for Travel: Complete All in One Request Form Attach necessary documentation Hotel Stay:
Rooming list with Student Names and ID #s Conference:
Student List with ID #s Registration Forms
Complete Student Travel Agreement form Include in packet Advisor’s Travel Information for pre-
approval 30 days advance notice for in-state travel 60 days advance notice for out-of-state travel See Club Handbook for details
Student Travel
Advance planning always pays off! Break down event into smaller
tasks Assign people to each task Complete All in One Request Form At least 10 business days prior to
event Use form for on or off campus
events
Planning Events
Where Can You Find the Club Handbook & Forms?
www.daytonastate.edu Student Life
Co-Curricular Activities
http://www.daytonastate.edu/student_act/
on the Portal- Co-Curricular Activities
Advertise Your Event
Messages must be submitted at least two weeks prior to date you would like your message to air.
Please send this broadcast request to Steven Pruitt:
[email protected] or [email protected] Messages will be updated once per week, with the exception of emergency messages. If you would like a specific image to appear with your message, please email it along with this form.
Co-Curricular Activities In-house Broadcast System Request
Date: Requestor: Extension: Email Address: Message Title: Message Description: Who? What? When? Where? Brief description of event or activity (20 words or less)
Dates to be broadcast
Begin Date: End Date: Contact Information:
• New student recruitment efforts
• Visible activities on campus • Activities that support student success • Opportunities for developing leadership/organizational
skills • Community service learning opportunities
Goals of Points SystemTo encourage club involvement with :
Points System Success Stories
41 Clubs Participated in
2014-2015
Community service hours
–
1,970 hours-13-14
2,468- 14-15
Money raised for local
organizations – approx.….
$33,500
22 clubs participated in
both Spring and Fall
Welcome Back events
How does the Points System Work?
Points Needed per Semester- 50
Earning 50 points in Spring = $500.00 for Fall
After reaching 50 Points – May apply for more $
Newly Chartered Clubs= $200.00 contingency until points reached for the next semester
May apply for more $ after reaching 50 points
Points are awarded to clubs that engage in certain activities and report their participation to Co-Curricular Activities. Club Funding is tied to points…
{
Updates to Funding System
Once per Semester
Updated Report
Form
Flyer to Serve as
Back Up- No
Attendance
Verification
Needed
Poin
t C
ate
gori
es
Locating OpportunitiesSchedules and Flyers posted on Campus
Monthly Advisor Email
Building 130: Hall Lobby: Set of Bulletin Boards on the right
• College Engagement Events• Co-Curricular Activities Community
Projects/ Events• Up-and-Coming Volunteer Events/ Service
Projects• Chart of Club Point Standings
College Sponsored Opportunities
Open Houses: 5-7pm• Deland – Tuesday, October 20 • New Smyrna Beach – Thursday,
October 22 • Flagler/ Palm Coast – Tuesday,
October 27 • Daytona Beach – Thursday, October
29• Deltona – Tuesday, November 3Hispanic Heritage
DayDaytona Campus
Oct. 7 11-1pm Student Landing
Italian Heritage dayDaytona Campus
Oct. 14 11-1pm Student Landing
Abilities AwarenessDaytona Campus
Wed. Oct. 14 11-1pm
Courtyard
Collegiate Alcohol Awareness Day
College Wide Wednesday, Oct 28 N/A
Native American Heritage Day
Daytona Campus
Tues. Nov. 3 11-1pm Student Landing
International Cultural Festival
Daytona Campus
Wed. Nov 4 11-1pmECHO Plaza/
Landing
Veteran’s DayDaytona Campus
Wed., Nov 11 11-1pm
Student Landing
Basket Brigade Collections
College Wide M-F Nov. 16-20 SGA Offices
Basket Brigade Deliveries
Daytona Campus
Sat Nov 21st SGA Office
Great American Smoke Out
College Wide Nov. 19 N/A
Don’t Cram for the Exam
Only 1 Region Left 11/4
Guatemala
Reserve A Club Bulletin Board for a month
October 15th- Fall Festival 5-7PM
Report Guidelines
• Turned in reports will be reviewed on the last Friday of the month
• Inbox 130/154, [email protected]
• Once the award is determined the Advisor will receive an email with semester point totals.
• No Club Meetings or Fundraisers listed on reports
Since December is a short month due to finals, end of classes, and the holiday break; all forms for events held during or after finals
week in December must be included in the first January submission. As such, these events will count toward the Spring
Semester totals.
After reaching 50 points for the semester• Submit requests for funding for trips, activities,
and events that are in excess of original funding amounts…
• Activity reports are reviewed to determine total hours for recognition at Annual Club Banquet
• Points in excess of the 50 will roll into next semester totals
• Deficits do not rollover. Clubs that did not get 50 points in previous semester must get 50 points in order to request funding.
CO-CURRICULAR CONTACTS
Assistant Dean of Co-Curricular Activities: Bruce Cook
• [email protected] • 506-4417
Senior Staff Assistant & Paperwork Guru: Jennifer Thomas
• [email protected] • 506-3131
Co-Curricular Activities & News4U In-house Broadcast System:
Steve Pruitt• [email protected] • 506-3366
Supervisor Co-Curricular Activities & Intramural Sports:
Lori Lemoine• [email protected] • 506-3486
DeLand, Deltona & NSB Co-Curricular Activities & Social Media:
Philip Rogers• [email protected] • 785-2202
TurboVote Opportunity
200 New Users by Dec 4th- All clubs
who attended workshops to get 5 points
Questions???