Club & Organization Handbook and Resources

What Are the Benefits of Student Clubs?

• Student clubs promote a sense of community and belonging.
• Student clubs build and enrich leadership skills.
• Student clubs reduce feelings of isolation and anonymity.
• Student clubs lead to cognitive and affective growth.
• There is a correlation between student club engagement and academic performance.

Read the full article

Club Oversight

The Associated Students of Columbia College, or Student Senate of Columbia College, is the umbrella organization responsible for overseeing the policies and procedures for student clubs. They approve the charter and recharter requests of all clubs and offer funds to support the promotion of campus-wide club events.

Please refer to the ASCC Constitution and Bylaws for more detailed information.

How to Form a Student Club at Columbia College

1. Formulate the purpose of the club and start thinking of a club name. What does this club
   represent and what can it offer to the student body?
2. Find an Advisor--- which can be any staff or faculty member. A Club Advisor must be present
   at all meetings and activities.
3. Recruit other students to be in the club. The club must have 5 active members --- 2 of which may be officers. Only currently enrolled Columbia College students may participate as members of an officially recognized student club or organization.
4. Fill officer positions. Minimally, the club must have a club president and one officer.
5. Finalize club name and statement of purpose.
6. In order to charter the club, the following forms must be completed:
   
   1. Club Name and Statement of Purpose Form
   2. Club Advisor Responsibility Form
   3. Club President Responsibility Form
   4. Club Officer Form (2 officers minimally)
   5. Club Member Sign-up Form with at least 5 members (2 of which may be officers)
   6. YCCD Voluntary Activities Participation Form (signed by all club members)
7. Turn the paperwork into the Director of Club Affairs, or Program Assistant Rory Thompson,
   in the Ponderosa Student Center.
8. The club charter request will be reviewed at the next available ASCC business meeting.
9. Following approval by the ASCC, please expect a processing time of 2-4 weeks for club to be
   fully activated, including room reservations, business account setup, and other
   communications.
10. Approved club charters will be active through the summer session of the current school year. Clubs must request renewal of their official recognition status annually.
11. Plan to provide ASCC with a copy of club flyer and meeting dates to post on the website and in the Student Center.
12. Have fun with your new club!

How to Find a Club Advisor

You and fellow students may find you have general interest in common with a faculty or staff member. Starting a club takes a handful of people with a shared goal in mind. A Student Ambassador or ASCC Senator may also be able offer suggestions on how you might find a good Club Advisor.

Club Advisors

Club Advisors are essential to a healthy club life. In serving as a Club Advisor, employees are going beyond the normal scope of their job at Columbia College, typically, because they feel enthusiastic about the club’s focus and activities.

A Club Advisor will:

Attendance

• Attend ALL regularly scheduled, and special, club meetings, functions, field trips, and club-hosted events.
• Meet with executive officers of club for the following purposes:
  
  • To assist with the development of organizational programs
  • To discuss the club goals and direction
  • To discuss the financial status of the club
  • To minimize internal difficulties and to assist officers with problems resolutions
• Attend a club workshop once an academic year or once every charter or recharter period if it is being held.
• Ensure my Club Advisor role and hours are approved by my Manager or Dean. Questions regarding Club
  Advisor hours should be directed to ASCC Advisor, Courtney Sutton.

Paperwork and Events

• Ensure that all club paperwork has been completed and submitted within the allotted time frame.
• Ensure event forms are submitted to the ASCC a minimum of 4-6 weeks prior to any event or activity.
• Ensure any liability concerns have been addressed prior to approving club activities and functions.
• Ensure all club meetings take place at Columbia College in a Facility-assigned room.
• Ensure that all district facilities and property are used in accordance with district and campus policies.
• Ensure that any off-campus activity that occurs on behalf of the club is in accordance with district and
  campus policies and procedures.

Policy and Behavior

• Be familiar with the club’s Statement of Purpose and prepared to render assistance with interpretation.
• Be familiar with Columbia College’s policies and rules that govern student organizations as found in the
  ASCC Constitution and Bylaws.
• Oversee that the club operates in good faith, incorporating a high standard of ethics while representing itself and Columbia College in all phases of the club's operation.
• Ensure all Yosemite Community College District, Columbia College, and ASCC policies and procedures are
  followed.
• Ensure all student club activities adhere to YCCD Board Policy: 5500 Standards of Student Conduct.
• Read and review the Columbia College Club Handbook.
• Contact the Director of Club Affairs to discuss organizational problems, changes in organization, and status
  of the respective club.
  Purchases
• Review and be aware of the financial activities of the club.
• Be a signature holder for all club expenditures -or- designate a purchasing support person.
• Ensure that all purchases made on behalf of the club have been voted on during a sanctioned (i.e.: oncampus with minutes) meeting and are in accordance with district and campus policies and procedures.
• A club advisor does NOT run club meetings, call meetings to order, take minutes, vote in club meetings, or prepare paperwork. These are all student responsibilities.

Club Roles

Minimally, every student club must have a president and one officer.

• President: Attends all club meetings, creates agendas, facilitates the needs and wants of the club based on members’ feedback and votes, works with advisors to complete all required paperwork and procedures for club functions and activities.
• Vice President: Presides at meetings in the absence of the president, attends all club meetings, assists club president in any way.
• Secretary: Takes minutes during club meetings and keeps records, attends all meetings, makes the club agenda for upcoming meetings.
• Treasurer: Tracks club finances, attends all meetings, keeps records of fundraising sales, suggests fundraising opportunities.
• Inter-Club Council Representative: Attends the Inter-Club Council Meeting, attends all club meetings, votes during ICC meetings regarding new clubs and any agenda items, provides a brief
  report on what their club has been doing and any future plans.

Club Presidents

College Club Presidents are important because they help set the club's direction, motivate members, and achieve goals. They also help club members develop valuable career skills.

A Club President will:

• Ensure all Yosemite Community College District, Columbia College, and ASCC policies and procedures are followed.
• Ensure all club members have the opportunity to participate in all club functions.
• Ensure all scheduled meetings are in accordance with district and campus policies and procedures.
• Ensure an up-to-date roster and meeting schedule is on file with the ASCC Director of Club Affairs.
• Ensure that all club paperwork has been completed and submitted within the allotted time frame.
• Ensure event forms are submitted to ASCC a minimum of 4-6 weeks prior to any event or activity.
• Ensure that all district facilities and property are used in accordance with district and campus policies.
• Ensure that any off-campus activity that occurs on behalf of the club is in accordance with district and campus policies and procedures.
• Ensure that any purchases made on behalf of the club have been voted on during a sanctioned (i.e.: oncampus with minutes) meeting and are in accordance with district and campus policies and procedures.
• Ensure all student club activities adhere to Standards of Conduct YCCD Board Policy: 5500 Standards of
  Student Conduct.
• Read and review Columbia College Club Handbook.

Behavior Expectations

All student club activities will abide by the YCCD Board Policy: 5500 Standards of Student Conduct.

Club Meetings

Your Club Advisor will help you choose and reserve a location for your club meetings. When a student club requests funding and/or approval for campus-wide club events, minutes must be taken at the club’s meeting in which the decisions have been made, signed by the Club Secretary and Club Advisor and submitted to the ASCC with the request. A blank meeting agenda/minute template is available on the Club Resources page.

Club Communications

Columbia College recommends the use of Microsoft Office Teams Chat as a best practice for club communications and file sharing. For more suggestions, please contact an ASCC Senator.

Club Events, Purchases, Fundraisers, and Travel

When planning a campus-wide club event, purchase, fundraiser, or travel, a Columbia College Event Form or Purchase Form must be submitted by the Club President and Club Advisor. Please follow the event checklist below, allowing 4-6 weeks for the ASCC Advisor to approve the event request form and the business office to approve the E-trieve request form(s).

Please see the Club Resources page for:

• Checklist for Events

Please visit the Student Center or email Rory Thompson thompsonr@yosemite.edu for:

• Event Form
• Purchase Form

Please visit E-trieve for:

• Student Organization Travel Request (E-trieve)
• Student Organization Direct Payment Request (E-trieve)

Club Advisors are able to reserve a space for the event through the EMS campus reservation system.

Student clubs may request additional support from the ASCC for campus-wide events. Signed minutes from that club’s meeting must be submitted with the request.

Finances

• Club Advisors will be a signature holder for all club expenditures or designate a purchasing support person on the Club Advisor Responsibility Form.
• All newly chartered clubs shall be eligible to receive up to a two-hundred-dollar ($200) seed money allocation. Said allocation shall be used only for promotional items such as printing costs, transportation expenses, and raw materials. (1)
• If an expelled club or inactive club does not reinstate within two semesters, club funds shall be automatically absorbed into the ASCC Club Development fund. (2)

Club Benefits and Resources

Chartered clubs have the following benefits available in the Student Center:

• Free flyer printing
• Computer and internet access
• Meeting space available in Student Center or other locations on campus
• Club meeting calendar visibility
• Communication center flyer postings

Club Messaging Guidelines

Bulletin Boards

• The Campus Bulletin Boards are open to clubs for posting relevant and appropriate advertisements on campus.
• Club flyers need to be reviewed by a Student Ambassador or professional staff member, at the Welcome Desk or Student Center, to ensure it is appropriate to post on campus.
• Once the flyer is proofed and approved, it should be stamped with the removal date:
  •  Either the day after the event has taken place or at the end of the semester to keep the bulletin boards up to date.
  • The club requesting the posting will be responsible for making their own copies, posting their own flyers, and the removal once the information is outdated.

Tabling Materials, Events, and Other Messaging

• Students have the right to express and defend their individual beliefs (Board Policy 5-8081).
• However, clubs must relay this communication (verbal, written, or other types of communication) in a civil way, whereas “all members of the community are heard, valued, taken seriously, treated with dignity and respect, and treated without prejudice.” (Board Policy 7-8057).
• For this reason, we encourage clubs to use positive messaging, i.e., what the club supports or is for.
• Examples of content that would NOT be approved: inappropriate or explicit content (including explicit language or photographs), violence or gore, and hate speech or symbols.
• Messaging guidelines can further be informed by the YCCD Student Code of Conduct (Board Policy 5500) which prohibits, “Engaging in harassing or discriminatory behavior based on disability, gender, gender identity, gender expression, nationality, race or ethnicity, religion, sexual orientation, or any other status protected by law, or political affiliation” and “Engaging in intimidating conduct or bullying against another student through words or actions”.
  Messaging Regarding Political Activity (Board Policy 7370).
• No District funds, services, supplies, or equipment may be used to urge the support or defeat of any ballot measure or candidate, including but not limited to any candidate for election to the
  governing Board.
• District resources may be used to provide information to the public about the possible effects of a bond issue or other ballot measure if both the following conditions are met:
  
  • The informational activities are otherwise authorized by the Constitution or laws of the State of California; and
  • The information provided constitutes a fair and impartial presentation of relevant facts to aid the electorate in reaching an informed judgment regarding the bond issue or ballot measure.

(1), (2) From ASCC Constitution and Bylaws

Last Updated Spring 2026

Call to Order

This is the official start to the meeting which should be at the time and location specified in the club charter.

Roll Call

This can be done by voice call using the club roster or by using a sign in sheet. It is a good practice to have the roll include all who are present at the meeting. This includes guests and advisors.

Approval of the Minutes

The minutes of the last meeting are read individually, and the president asks for a motion to approve. Example: The president says, “Do I have a motion to approve the minutes?” Once a club member makes the motion a second is needed. Example: The president says, “Do I have a
second for the motion?” Once there is a motion and a second the body may vote on the minutes. A simple majority approves the minutes.

Unfinished Business (Action Item)

This is where previous action items to be voted on are placed, discussion and voted on. For an item to move forward it needs a motion, a second, and then discussion takes place followed by a vote.

New Business (Action Item)

This is where new action items to be voted on are placed, discussion and voted on. For an item to move forward it needs a motion, a second, and then discussion takes place followed by a vote.

Reports of Officers

This is where the club officers can each make a report. No business can take place on discussions.

Announcements

This is where any announcements pertaining to the club could be met.

Adjournment

This happens after a motion to adjourn is made and carried or if business is finished. The presiding officer declares the meeting adjourned. Adjournment time should be listed in the minutes.

CLUB NAME

NOTICE IS HEREBY GIVEN that the CLUB NAME will hold a regular meeting on DATE/ LOCATION. If any disability-related accommodations are needed please notify the club president, NAME/ EMAIL no less than three working days prior to the meeting. The CLUB NAME will make efforts to meet requests made after such date, if possible.

Meeting Information
MEETING LOCATION, 11600 Columbia College Dr., Sonora, CA 95370

ORDER OF BUSINESS

1. Call to Order
2. Roll Call
   1. President:
   2. Vice President: 
   3. Secretary:
   4. Other Officers:
3. Adoption of the Agenda  The CLUB NAME will consider any amendments or adopt the agenda as presented.
4. Public Comment This segment of the meeting is reserved for persons desiring to address the

I. STANDING ITEMS

1. Advisor Updates The CLUB NAME will hear any updates or announcements from the Club Advisor(s).

III. BUSINESS

1. Events
   1. Club approves event: “Date, time, location”
      1. Motion by “Person 1”
      2. 2nd by “Person 2”
2. Purchases
   1. Club approves purchase of “item(s)” for up to “$” (include extra for shipping)
      1. Motion by “Person 1”
      2. 2nd by “Person 2”

III. COMMUNICATIONS FROM THE FLOOR
This time is reserved for CLUB NAME to make announcements on items not on the agenda.
No action can be taken with these items.

IV. ADJOURNMENT

Minutes Prepared by __________________________________(Secretary signs) ______________(date)
Advisor Approval_______________________________________(Advisor signs) _______________(date)

1. Present event idea to the entire club during an official club meeting.
   1. Approve event/purchases by motioning for a vote
   2. Record in club minutes:
      1. Date/time/place/list of members present
      2. Event & Budget Details (include an “up to $” amount for purchase(s); suggest adding extra wiggle room for price fluctuations)
      3. Motion (by whom) and 2nd (by whom)
   3. Print Minutes out and have signed by Club Secretary and Club Advisor
2. Club President and Club Advisor fill out and sign the Club Event Form (paper).
3. Club Advisor makes any necessary room reservations in EMS. (Print & attach copy of confirmation to Event Form)
4. For events involving travel, such as a field trip, Club Advisor fills out and submits: Student Organizations Travel Request (E-trieve Form). For out-of-district trips, an AP Travel Request is required as well.
   
   Make sure all staff drivers have submitted an Employee Pull Notice through E-trieve. Students needing to drive themselves must fill out a paper form “Student Authorization Use of Privately Owned Vehicles on Field Trip” from the IMC.
5. If a cash advance is needed, Club Advisor, or purchasing support person, fills out a Student Organizations Direct Payment Request Form (E-trieve). Please attach signed minutes verifying purchase has been authorized. (Note: cash advances are not allowed for travel.)
6. If a purchase is needed, Club Advisor fills out a Purchase Order Form (paper), includes a quote from approved vendor, and minutes from meeting approving purchase.
7. Submit the following documents to Program Assistant Rory Thompson in the Student Center or scan and email to thompsonr@yosemite.edu.
   1. Club Event Form (signed)
   2. Club Meeting Minutes (signed)
   3. EMS confirmation (PDF copy)
   4. Student Org Travel Request and Travel Request Form (if needed) (PDF copy)
   5. Student Org DPR Form (PDF copy)
   6. Purchase Order Form (signed)
8. Club Event Form will need to be approved and signed by ASCC Advisor Courtney Sutton.
9. Club Advisor will receive approval of event via email from Program Assistant, Rory Thompson.
10. Events with purchases and/or travel will then be submitted to the Business Office for further approval.

Important Reminders

• Begin paperwork 4-6 weeks before the event to allow enough time for any unforeseen delays in completing the approval process, especially events requiring cash advances, purchases,
  field trips, and/or vendors.
• Holding an event without the above paperwork and approvals will constitute a disciplinary action.
• More detailed information can be found in the Business Office Fiscal Procedures for ASCC Clubs manual.