STUDENT CLUBS

Agenda Requests must be submitted no later than 12pm on the Thursday prior to the meeting date.

A presentation, regarding the request, at the meeting is required.

You may also email Erin Long for more information at: elong@saddleback.edu

How to use your ICC Account
How to use your Personal Club Account

• Budget Form must be submitted no later than 2 weeks prior to your event (please see special circumstances for food below.)
• Example of Minutes

Food: Budget forms for food requests MUST be received no later than 2 weeks prior to event.

Outside vendor payments: Vendors may be paid at time of service if requests for checks are made at least a month in advance of the check being needed. (For example: I will be hiring a DJ who needs to be paid at the time of service or I am ordering catering from Los Golondrinas and need to pay at the time I pick up items.)

Advances: Advance payments to students or employees for purchase are not permitted by the District Office.

ASG Credit Card: Appointments may be made with Erin Long (elong@saddleback.edu) to make online purchases with the ASG credit card.
Note: This is only possible if:
1. All paperwork (Budget Form, Minutes and has been completed and submitted)
2. There is room on the credit card and clubs are not slated to purchase travel accommodations.

Shipments: All orders must be shipped to the College. Orders not shipped to Saddleback cannot be reimbursed.

• Address: Saddleback College, c/o Student Development (SSC 210), 28000 Marguerite Pkwy, Mission Viejo, CA 92692

Meet with ICC Director of Finances, Yasamin Enshaeian, by emailing her at: yasamin.enshaeian@gmail.com

Contact Erin Long as soon as you have questions by emailing her at: elong@saddleback.edu

Event Planning Form

Where on campus can my event be held?

To Reserve SSC 212 please review the reservation guidelines here.

Form must be completed, signed by the club's advisor and cafeteria manager: sccaferia@saddleback.edu (if required) prior to submitting to the Student Development Office.

Advisors must be present for all meetings and events:
1. Held off-campus
2. Held after Student Development office hours:
Monday - Thursday 9a-5p Friday 9a-12p

Collection of Funds: If your club will be collecting funds, your club must obtain a receipt book and training. You must make an appointment with Erin Long (elong@saddleback.edu) no later than the day before the event.

• Clubs may not have a cash fund. All funds must be deposited in to a District club account for future use by the club.

Parking:

• Parking lots may be allowed "open parking" in one or two student lots during an event for community members to use for large events only. Parking must be requested on Event Planning Form.
  
• Presenters/event participants are eligible to receive a compliamentary parking permit.

All publicity requests should be submitted 2 weeks in advance to allow for processing.

1. Event Planning Form must be submitted prior to submitting
Publicity Form
2. Enter your Saddleback email address
3. Enter your first name
4. Enter your last name
5. Choose Long, Erin as the approver
6. Enter event date.
7. Choose display areas
8. Write

Note: Make absolutely sure that the message is complete and your spelling is correct because the message will have to be cancelled and completely re-submitted if the message is incorrect.

Meet with Clubs Assistant Natalie Hart by sending an email to nhart@saddleback.edu

Collection of Funds: If your club will be collecting funds, your club must obtain a receipt book and training. You must make an appointment with Erin Long (elong@saddleback.edu) no later than the day before the event.

• Clubs may not have a cash fund. All funds must be deposited in to a District club account for future use by the club.
• Checks more then 10 days old cannot be deposited.

Deposits must be made within 5 days of collection.
NEVER hold on to money longer than 5 days:

• It is illegal for an organization to raise money and spend the cash received without depositing it in to an account.
• District Policy does not permit organizations to open an off-campus account.

• Payment form must be received no later then 7 days after purchase or events.
  
• Itemized Receipts
• Invoices
• W-9
• Meeting minutes

*Note: The reimbursement process takes 3-4 weeks. Once a check has been received the contact person on the Payment Form will be contacted to pick check up, or the check will be mailed based on the directions received.