RESOURCE GUIDE FOR CLUBS AND ORGANIZATIONS

Transcription

1 RESOURCE GUIDE FOR CLUBS AND ORGANIZATIONS Revised 7/2013

2 College of Southern Idaho Student Activities Office Mission Statement We, the staff of the Student Activities Office, are privileged to provide information, support, and guidance in a friendly, caring, and professional manner in order to promote a positive and rewarding college experience for all prospective and current students. ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Dear Student Leader: The College of Southern Idaho prides itself in its accomplishments in inclusive leadership and social responsibility. The Student Activities Office would like to applaud you for taking part in our mission and assuming a leadership role here at the College of Southern Idaho! This campus is fortunate to have a community of people who actively participate in co-curricular opportunities and understand the important role that these experiences play in skill development. The leadership role that you are assuming is a commitment to the total educational experience to yourself and the entire campus community. We are sure that you will find this experience to be one of great challenge and great reward. The Student Activities Office is here to lend a helping hand. This guide has been designed to assist you in your leadership role. You will find information pertaining to teambuilding, fundraising, working with your advisor, event planning and many more helpful hints that we hope will make your role easier and more enjoyable. This guide also includes guidelines and policies/procedures that all organizations are responsible to comply with. In addition to this handbook, the Student Activities Office is available to aid you in whatever way we can. We have resources available to you and your organization s members, as well as the skills to help you deal with organizational concerns as they arise. We hope your experience as a student leader is a positive one. If at any time we can be of assistance to you please do not hesitate to give us a call. Best Regards, Dean of Students and the Student Activities Office 2

3 College of Southern Idaho Resource Guide Table of Contents Definitions. 5 Quick guide to starting a club or organization.. 6 Student Club Registration Form... 7 Student Organization Registration Form I. STUDENT CLUB AND ORGANIZATIONS... 9 a. Starting a New Club.. 9 b. Requirements of Being a Club c. Starting a New Organization d. Requirements of Being an Organization e. Benefits f. Role of Student Activities Office g. Role of Club Advisor h. Role of Organization Advisor.. 12 i. Role of Interclub j. Community Service k. Events, Fundraisers, and Activities l. Cash Box Requests m. Master Calendar n. Campus Security o. Event Security p. Food Service II. FUNDING a. Operational Funding i. Allocation of Funds ii. Special Events Funding iii. Funding Requirements b. Fundraising c. Sales Tax d. Dues III. ACCOUNTS a. Deposits b. Returned Checks c. Large Cash Transactions and/or Weekend Fundraisers d. Disbursement of Funds e. Donations f. Inactive Clubs g. Inactive Organizations. 17 h. Confirmation of Account Balance i. Training IV. TRAVEL a. Advisor Role

4 b. Policies i. Use of Personal Vehicles.. 18 A. Students B. Advisors.. 18 ii. Use of CSI Vehicles iii. Emergency iv. Required Paperwork v. Per Diem Cash Disbursement c. International Travel Policy V. APPEALS VI. Vehicle Use Agreement APPENDIX TABLE OF CONTENTS APPENDIX A: Constitution Approval Form APPENDIX B: List of Members Form APPENDIX C: Club Summary APPENDIX D: Budget Form APPENDIX E: Club Petition Form APPENDIX F: Event Fundraiser Proposal Form APPENDIX G: Club Deposit Form APPENDIX H: Request for Payment Form APPENDIX I: Prior Approval for Travel Form APPENDIX J: Per-Diem Form APPENDIX K: Club Travel Form APPENDIX L: Student Travel Conduct Waiver Form APPENDIX M: Vehicle Request Form APPENDIX N: Consultant/Contractor Agreement Form APPENDIX O: Facility Request Form HELPFUL TIPS Tips on controlling a meeting Tips on agenda s and minute s Working with Advisors Advisor s roles and responsibilities. 45 A quick guide to parliamentary procedures Parliamentary procedures at a glance Parliamentary procedure motions at a glance CIVIC ENGAGEMENT.. 54 Benchmarks of Meaningful Service Inventory List Good Practices Diagram TEAM BUILDERS & ICE BREAKERS Label yourself...56 Spider s Web

5 Definitions ASCSI Student Senate: Student Senate is the governing body of the Associated Students of CSI and provides a means of communication between the college s students and its administration regarding educational improvements, student-faculty relations and student life. ASCSI Student Councils: A representative structure for students, through which they can become involved in the affairs of the school, working in partnership with school management, staff, and faculty for the benefit of the school and its students. Club: A club is a group of students with a designated purpose who are not specifically advised or regulated by a department. Because the existence of the club is initiated by student interest the direction and the day to day functions of the club are carried out by student members. Clubs must have an employee as the Advisor. The Advisor may or may not have an affiliation with the group and is chosen by club members. In addition, all clubs must complete the recognition process (membership list, club summary, constitution, and an Advisor) in order to be recognized by the Student Association. Once recognized, clubs have access to the staff, resources, and services of Student Activities and are eligible to receive Student Association funding. Clubs must register on an annual basis and abide by the policies of the College and the Student Association. Organization: An organization is a group that is closely tied to an instructional or administrative department on campus, and is therefore advised by that department rather than through Student Activities. It is often in the job description of a department member to advise the group. Occasionally, some funding from the department goes towards the group, although it is not always the case. An organization does not have to go through the Student Association club recognition process but they are required to have a constitution, registration form, advisor, and list of members that is approved by the department chair each academic year. Organization accounts and activity will be maintained by the Student Activities Office for the purposes of record keeping. Organizations are not eligible for Student Association funding with the exception of payment for participation in events. Dean of Students Organizational Structure ASCSI Student Senate ASCSI Student Councils Department Chair Interclub Council CSI Department Club Organization 5

6 A quick guide to starting a Club or Organization Clubs and Organizations exist because there is an interest from our student body. Our students recognize a need and desire to gather with like-minded people to discuss academic interests, fulfill volunteer or community projects, and participate in commonly enjoyed past times. These opportunities for co-curricular learning foster an environment that respects diversity and the common good. The College of Southern Idaho welcomes your ideas to expand current clubs/organizations or your pursuit to create a new one. If you are interest in creating a new and exciting club you must complete the following steps to be considered: 1. Schedule a meeting with the Interclub Executive Officers to discuss this process. 2. Create a petition for your club with a minimum of 8 interested students who will be your club s founding members. 3. Write your club constitution. 4. Find a Faculty/Staff member to serve as your advisor. 5. Submit all materials to the Student Activities Office. If you are interest in creating a new and exciting organization you must complete the following steps to be considered: 1. Schedule a meeting with the Dean of Students to discuss this process. 2. Create a petition for your organization with a minimum of 8 founding members and with approval of a supportive Department who will be fiscally responsible for the organization. (Department will assign a Faculty member to serve as the advisor.) 3. Write your organizations constitution. 4. Set up a meeting and submit all materials to the Dean of Students. (Meeting should include the Department Representative and Advisor as well) *Tip: You need to add a purpose or mission statement to your constitution Mission Statement: Your club/organization s mission statement is a paragraph that contains the fundamental principles, name, and purpose of an organization. The process of writing a mission statement will serve to clarify your purpose, delineate your basic structure, and provide the cornerstone for building an effective group. It will also allow members and potential members to have a better understanding of what the organization is all about and how it functions. 6

7 College of Southern Idaho Student Activities Office Student Club Registration Form This form is for us to keep accurate information about your club. We would like to know if the club is active or inactive during the current year to better serve inquiring students. Please complete it by September 30 and return it to the Student Activities Office by 4pm. Name of Club: Academic Year: The approximate enrollment for this club is: Name of Advisor: Advisor Phone # Name of Student Contact: Student Phone # Meeting Information (Time, place, how often the club meets, etc.): What are the club s goals for this academic year? Executive Board (Please Print Names) Signature and CSI ID# of 8 current members: (Other than Executive Board members) President: 1. VP: 2. Secretary: 3. Treasurer: Advisor signature: If you have any questions please feel free to contact the Student Activities Office at or studentactivitiesoffice@csi.edu 7

8 College of Southern Idaho Student Activities Office Student Organization Registration Form This form is for us to keep accurate information about your organization. We would like to know if the organization is active or inactive during the current year to better serve inquiring students. Please complete it by September 30 and return it to the Student Activities Office by 4pm. Name of Organization: Academic Year: The approximate enrollment for this organization is: Name of Advisor: Advisor Phone # Name of Student Contact: Student Phone # Meeting Information (Time, place, how often the organization meets, etc.): What are the organization s goals for this academic year? Executive Board (Please Print Names) Signature and CSI ID# of 8 current members: (Other than Executive Board members) President: 1. VP: 2. Secretary: 3. Treasurer: Department signature: Advisor signature: If you have any questions please feel free to contact the Student Activities Office at or studentactivitiesoffice@csi.edu 8

9 This resource guide has been developed to provide a guide for clubs and organizations at the College of Southern Idaho. The policies and procedures contained within this handbook are designed to assist Advisors, clubs, and organizations. I. STUDENT CLUBS AND ORGANIZATIONS a. Starting a New Club To start a new ASCSI funding eligible club, an interested student must first set up a New Student Club Meeting with Interclub executive officers. Meetings can be set up by calling the Student Activities Office. A student cannot begin to form a new student club without first setting up and attending this meeting. Only one student is necessary to hold a New Student Club Meeting, but a minimum of eight student members are required for a student club to gain recognition. (*see registration form for further information) After the initial meeting, the interested student(s) next ensure that the club has at least eight members (current students), and create and submit a constitution. A sample/template constitution is available through the Student Activities Office and will be discussed in the New Student Club meeting. This template has the articles required in your constitution. Once the constitution is complete, it can be submitted to the Interclub Council. The constitution will then be reviewed for approval by the Interclub Council and then by the ASCSI Student Senate. Also after an initial meeting with the Interclub Council executives, the interested student(s) will be granted some temporary marketing and advertising privileges to assist with forming a new student club. These TEMPORARY privileges include: The ability to reserve a recruiting booth or table in the Student Union Building up to three times; the ability to reserve a meeting room in the Student Union Building through CSI Facilities up to three times and the ability to post posters on campus. Students with temporary marketing and advertising privileges who are seeking to start a new student club MAY NOT host events, activities or programs; use the name College of Southern Idaho; do any fundraising or receive any donations; use College of Southern Idaho vehicles; or use bulk mail permits. When all the above steps/paperwork is complete, an executive from Interclub Council will review the request for recognition. If any changes need to be made to the constitution or other registration materials, the students will be notified so that changes can be made and paperwork can be re-submitted. Once these requirements are met and are approved by Interclub Council and the ASCSI Student Senate, the student club will be officially recognized and will gain access to all the privileges afforded to them by the college. b. Requirements of Being a Club All clubs so recognized must meet the requirements as set for clubs by the ASCSI Student Senate. The term Student Clubs shall apply to all structured groups which conform to the qualifications of the Senate, have a constitution, Advisor, list of members, summary, and have received Senate approval. 9

10 All current College of Southern Idaho Student Clubs will not discriminate based on race, color, religion, sex, age, national origin, or disability. (Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973). All ASCSI Funding-Eligible Student Clubs must have at least eight CSI students as members. At least 51% of the organization s membership must be currently enrolled CSI students. Some student organizations may further define and limit their membership based upon nondiscriminatory practices. Examples of further limitations include restrictions permitted under Title IX, limiting membership to CSI students, or appropriate G.P.A. requirements for honor societies. Individuals who are non-csi students may join a student clubs as non-voting members at the discretion of the individual student clubs. Student clubs may not discriminate against non-student members in a manner prohibited by law. Personal beliefs or viewpoint specific beliefs may not be used as criteria for membership or for eligibility to hold an officer position within the student club, except that officers may limit to students who share the beliefs, values and purposes of the organization. Only CSI students may serve as officers in student clubs. The Senate may revoke approval of any clubs which fail to maintain the qualifications as required by the Senate. The Senate may extend approval to temporary groups or committees as it deems necessary. c. Starting a New Organization To start a new ASCSI Organization an interested student must meet with a Department that will support the creation n of the organization and ultimately be fiscally responsible. An initial meeting with the Dean of Student is recommended before meeting with a Department. Schedule a meeting with the Dean of Students to discuss this process. Create a petition for your organization with approval of a supportive Department who will be fiscally responsible for the organization. Department will assign a Faculty member to serve as the advisor. Write your organizations constitution. Set up a meeting and submit all materials to the Dean of Students. (Including Department Representative and Advisor) d. Requirements of Being an Organization All organizations so recognized must meet the requirements as set for by the ASCSI Student Senate. The term Student Organizations shall apply to all structured groups which conform to the qualifications of the Senate, have a constitution, Advisor, list of members, summary, and have received Senate approval. All current College of Southern Idaho Student Organizations will not discriminate based on race, color, religion, sex, age, national origin, or disability. (Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973). 10

11 All Organizations must have at least eight CSI students as members. At least 51% of the organization s membership must be currently enrolled CSI students. Some student organizations may further define and limit their membership based upon nondiscriminatory practices. Examples of further limitations include restrictions permitted under Title IX, limiting membership to CSI students, or appropriate G.P.A. requirements for honor societies. Individuals who are non-csi students may join a student organization as non-voting members at the discretion of the individual student organizations. Student organizations may not discriminate against non-student members in a manner prohibited by law. Personal beliefs or viewpoint specific beliefs may not be used as criteria for membership or for eligibility to hold an officer position within the student organization, except that officers may limit to students who share the beliefs, values and purposes of the organization. Only CSI students may serve as officers in student organizations. The Senate may revoke approval of any organizations which fail to maintain the qualifications as required by the Senate. The Senate may extend approval to temporary groups or committees as it deems necessary. e. Benefits Clubs and Organizations enjoy the following benefits: Free use of Student Union facilities, including meeting and conference rooms. The Student Leadership Room is available for club and organization use and another conference room in the Student Union Building is available for club and organization use but must be scheduled though the Facilities Coordinator, Christy Horton Use of college vehicles for authorized trips and conferences. Use of the college s bulk mailing permit for authorized mailings. Use of the CSI Public Relations office for press releases, PSA s, and the electronic reader board for all activities open to the campus at large or the community. Right to advertise as an ASCSI Student Club or Organization. Right to solicit monies on campus. Right to sponsor speakers and events on campus. Right to promote the club or organization and its activities on campus. f. Role of the Student Activities Office The Student Activities Office is the college s administrative unit responsible for the student club and organization operations; student government, student events, and campus recreation. This office coordinates club and organization financial functions, provides support for clubs and organization in planning activities and programs. All college policies and procedures regarding the clubs and organizations are interpreted through this office. The Student Activities Office is always ready to provide help and support to clubs and organizations. Likewise, all problems associated with student clubs and organizations should be referred to this office for review and resolution. g. Role of Club Advisor The responsibilities of the club Advisor vary with the activity of the club. Minimally any recognized CSI club must have a CSI employee serving as the Advisor on record with Fiscal responsibilities. A group may choose to have additional persons serving in advisory roles that 11

12 may or may not be CSI employees. This is acceptable as long as the Advisor on record and the one responsible for the financial transactions is a CSI employee. In addition to fiscal responsibilities, an Advisor s duties may also include: Responsibility for club activities, programs, personnel, and seeing that programs conform to the educational purposes of the college. Attendance at club functions and programs as required, to supervise and maintain college standards of behavior, use of facilities and equipment, etc. Promoting dialogue between club membership, college administration, student body, the college community, and the local community. Traveling with the group on any college/club sponsored activity. Similar to our obligations in the classroom, Advisors should be prepared to provide students with reasonable accommodations for all club related activities. h. Role of Organization Advisor The responsibilities of the organization Advisor are determined by the Department. However, they will be recognized by CSI and the Student Activities Office as the head of the Organization and are responsible for any misconduct or fiscal issues associated with the Organization. Advisor s signature is required on all purchases on the Organization s behalf. i. Role of Interclub The Interclub Council is the managerial and governing body for student clubs and organizations at CSI. Interclub consists of representatives from all student clubs and organizations on campus. An Executive Council makes recommendations to the council, assigns funding, and reviews petitions, as well as other duties. The Interclub Executive Council is made up of the Interclub President (appointed by Student Senate), Vice President (appointed by Student Senate) and the Interclub Advisor. Interclub is funded through the ASCSI Student Senate, and is a subdivision of the ASCSI Student Senate. Interclub exists to recognize clubs and organizations, distribute funding to clubs, coordinate campus community events, work as a liaison between clubs, organizations, and Senate, provide student clubs and organizations a forum to discuss issues, share accomplishments, advertise and solicit assistance with events, and improve communication among clubs and organizations. j. Community Service Clubs and organizations are encouraged to do community service. No formal authorization or permission is required for a club or organization to participate in community service. Clubs may also approach the Community Service Council of the Senate to request support. k. Events, Fundraisers, and Activities Clubs and organizations are encouraged to organize, plan and host activities that promote the club/organization, its mission, and/or goals to the members, the campus, or the community. Resources for planning such events are included in the APPENDIX, and are available in the Student Activities Office. Event Fundraiser Proposal Forms (See APPEDIX F) must be completed and submitted to the Student Activities Office prior to the event. 12

13 l. Cash Box Requests The Student Activities Office has cash boxes available for student clubs/organizations use. Clubs/Organizations must request a check from their account payable to an Advisor or club designee to be cashed for change in the cash box. This is done by submitting a Request for Payment Form (See APPENDIX H) available through the Student Activities Office. The change must be deposited, in full, back to the club/organization account upon completion of the event. Requests for cash boxes and checks for funds for cash sales events must be made to the Student Activities Office at least three business days prior to the event (see page 8, Disbursement of Funds). m. Master Calendar The Student Activities Office maintains a Master Calendar for all Student Association and student clubs and organization events. This calendar represents a compilation of events scheduled through the various ASCSI councils, ASCSI Program Board, as well as student clubs and organizations. This calendar is available for review and can be helpful in planning events and scheduling fundraisers as all planned events are on the calendar. Each entity scheduling events (Program Board, Diversity Council, Interclub Council, etc.) is responsible for checking this calendar and providing the Student Activities Office with information to keep the calendar current. n. Campus Security The campus security office is open 24 hours a day. Anytime an accident occurs on campus, campus security must be notified. Security is also available to assist with unlocking doors and providing escort when transporting money. o. Event Security Events open to the campus and/or the public may be required to have security. Any organization planning an event is required to complete an Event Fundraiser Proposal Form (See APPENDIX F) available through the Student Activities Office. Completed forms must be submitted to the Student Activities Office. Security issues will be reviewed at that time and determined by the Student Activities Office. If security is required, the Student Activities Office will provide options for meeting that requirement. Any costs related to hiring security must be covered by the group offering the event. p. Food Service For events held on campus, campus food service should be contacted to provide a bid for the food. Please Contact Aramark for menus, prices, and other catering information. In special cases, requests can be made to use an outside caterer. Please contact the Student Activities Office for more information. Clubs or organizations who wish to prepare and/or serve food to the student body or the public must 1) utilize vendors who are appropriately licensed for preparing and serving the food on behalf of the club; or 2)have club members receive training provided by the Health Department on safe food preparation and handling (a copy of the food handling certification must be on file in the Student Activities Office); and 3) the club received approval through the Student Activities Office and completed a Facility Request Form (See APPENDIX O) for the location where the food is to be served. 13

14 II. FUNDING Funds are intended to provide clubs with the means to carry out club business, make purchases on behalf of the club, provide or attend activities or events related to the club s purpose, etc. Club funds are not intended to be used for Advisor expenses. Exceptions to this must be approved through the Student Activities Office. Clubs may receive funds in a variety of ways, including fundraising, collecting dues, sponsorships or donations, receiving national funds and receiving funds from the college. a. Operational Funding Interclub Council will consider funding only those clubs that enhance the image of the College of Southern Idaho and also directly benefit CSI students. To be eligible for funding, a club must attend at least 3 Interclub meetings and participate in at least 1 Interclub designated activity to receive funding from Interclub. i. Allocation of Funds: The maximum allocation per club will be $ per semester. Allocations of funds are based on Interclub meeting attendance ($50 per meeting) and participation in Interclub sponsored events ($200 each). All awards/payments are at the discretion of the Interclub Executive Council and Interclub Advisors and awarded at the end of each semester. Meet the 3 meetings/1activity requirement to be eligible for funds. Councils and Organizations are only eligible to receive funds for participating in an Interclub sponsored activity and not for attending Interclub meetings. ii. Special Events Funding Clubs may request additional funding from the Student Senate to support events and activities that benefit the student body. Request must be approved by a 2/3 vote of Senate. All requests for funds by existing clubs must be submitted to the ASCSI Senate Treasurer by the fifth week of each semester. iii. Funding Requirements: To be considered for funding a club must have the following information on file with the Interclub Council: 1. A constitution that has been revised, reviewed, and approved by the membership and a constitution approval form signed by the club officers and Advisors. 2. A current list of members including student ID numbers. 3. A summary of what the club is and times when the meetings are held. This will be placed online. 4. A proposed budget for the semester to justify the need for funding b. Fundraising Clubs are encouraged to raise funds to supplement their budgets. All proposed fundraisers must be approved by the Student Activities Office. Approval minimizes confusion, allows the event to be placed on a master calendar, reducing the incidence of competing events. An Event Fundraiser Proposal Form (See APPENDIX F) must be filed in the Student Activities Office 14

15 prior to holding the fundraiser. Any club planning to solicit cash or in-kind donations from the community MUST provide a list of intended targets to the Students Activities Office. This list must be approved by the CSI Foundation prior to making any contacts c. Sales Tax Remember that CSI clubs and organizations are subject to Idaho State Tax Commission Laws. While clubs and organizations are considered tax exempt, this does not exonerate clubs and organizations from paying sales tax in appropriate settings. The following are some basic guidelines to consider: Purchases made for supplies for the club can be purchased tax free. Fundraisers that involve the sale of items (not including raffles) are subject to sales tax. ALL tangible items are taxable. Events that charge admission are also taxable. Suggested donation of $3.00 looks like an admission fee and does not work as a donation. To truly qualify as a donation, no suggested price may be posted, advertised or otherwise noted. While this provides some very basic guidelines, it is not intended to be a thorough representation of the state tax law. It is the responsibility of the club or organization to familiarize themselves with any applicable tax laws, realizing that failure to do so may result in a state tax audit and the requirement to pay any back taxes. The Student Activities Office may act as a resource but is certainly not an authority in this matter. Here is a link to a helpful resource on sales tax: d. Dues Clubs/organizations are entitled to collect membership dues. Dues should be set based on club needs and any national guidelines that may apply. Guidelines for collecting dues should be outlined in the club constitution and are the sole responsibility of the club/organization. III. ACCOUNTS All club and organization funds are to be held in an account managed by the Student Activities Office with the support of the CSI Business Office. All funds will be received by the Student Activities Office and all funds will be disbursed through the Students Activities Office. The accounting software allows each organization to maintain its independence and individual reports are available upon request. Each Advisor is fiscally responsible for their club/organization. It is advisable to allow students to assist in managing the funds, but ultimate responsibility lies with the Advisor. Adherence to policy and monitoring account statements is the responsibility of the club or organizations; and ultimately the Advisor. Policies and procedures regarding the accounts are outlined below. a. Deposits All deposits must be made by the Advisor. Students are not to be put in the direct chain of custody during transport of funds. While students may have responsibility for collecting funds, counting funds and managing funds, deposits must be submitted by the Advisor and received by a full time regular employee in the Student Activities Office. All deposits must be accompanied 15

16 by a properly completed, dated and signed Club Deposit Form (See APPENDIX G) NO OTHER FORM WILL BE ACCEPTED. The amount of the deposit will be confirmed with signatures of the authorized Students Activities representatives and the Advisor on the deposit form and the deposit sign-in folder. All deposits will be received and placed in a locked safe until taken to the drop box in the Taylor Administration Building. Money must be deposited in a timely manner. Monies must not be held by Advisors or officers. Checks must be deposited within a week of receipt. ANY CHECKS THAT ARE DATED MORE THAN A MONTH FROM DEPOSIT DATE WILL NOT GO INTO THE CLUB FUNDS BUT WILL BE DEPOSITED INTO THE INTERCLUB GENERAL FUND. b. Returned Checks All returned checks are the responsibility of the club or organization. Any returned check received by the Students Activities Office will be debited from the club or organization account and returned to the Advisor. Clubs and organizations are responsible for collecting on returned checks. c. Large cash transactions and/or weekend transactions Clubs and organizations holding fundraisers that bring in large amounts of cash must check out a bank zip lock bag. Funds received over the weekend or after hours must be placed in the bag and taken to the Taylor Building Business Office drop box the same day. Clubs or organizations can pick up the bags at their convenience for counting and deposit. This eliminates the need for club or organization representatives to hold large sums of cash in insecure places until the Advisor can make a deposit. Requests for bank zip bags must be made through the Business Office. Bags are supplied by the Business Office and are checked out to the Advisor directly responsible for the money. AFTER 3 BUSINESS DAYS, IF THE FUNDS DEPOSITED IN THE BUSINESS OFFICE DROP BOX HAS NOT BEEN PICKED UP BY THE ADVISOR FOR PROPER DEPOSIT AT THE STUDENT ACTIVITIES OFFICE THE CLUB OR ORGANIZATION FUNDS BUT WILL BE DEPOSITED INTO THE INTERCLUB GENERAL FUND. d. Disbursements of Funds All requests for expenditure of funds must include a completed Request for Payment form (See APPENDIX H) and proper documentation. For reimbursement, this must include an original copy of a receipt or invoice. If the vendor is to be paid directly, a copy of the invoice must be attached. Reimbursements for meals at a restaurant must include an itemized receipt from the restaurant as well as a list of students/advisors in attendance. No reimbursements can be processed without this information. All requests for expenditures must be signed by a designated club or organization representative and the Advisor. In the absence of an Advisor, the department head s signature must accompany the request. All requests will be reviewed and approved by the Dean of Students or his designee. Approval indicates the expense is appropriate, budgeted, and correctly documented. In order to pay an individual for services rendered, a Consultant/Contractor Agreement (See APPENDIX N) must be filled out and signed by both the contractor and an agent from the club or organization. A Tax ID number or Social Security Number is required for processing. No club or organization will be allowed to expend funds exceeding the balance in their club account. A club wishing to expend funds beyond their balance in anticipation of incoming funds must consult with the Interclub Advisor and the Dean 16

17 of Students. No club or organization will be allowed to carry a negative balance. Checks will be cut at least once a week on Fridays, with checks available by late Friday afternoon. All requests for payment must be received by 5:00pm on Tuesday in the Student Activities Office in order to guarantee processing for next Friday s check run. (Advisors should also refer to Business Office Policy available for review online here Business Office Policies 8.04) e. Donations Clubs and Organizations may raise money for charitable donations. However, money cannot be transferred from a club or organization account into the CSI Foundation. Fundraising may be done directly on behalf of the Foundation or clubs may create an account budget code to keep money to be awarded as scholarship directly to the student. f. Inactive Clubs & Organizations Any club or organization account that has been inactive of a period of two consecutive semesters will be closed. Any remaining funds will be returned to the Interclub Council general fund. Any exceptions to this rule must be approved by the Dean of Students. An inactive club or organization is defined by the lack of participation in the Interclub Council. So it is highly important to participate and maintain all required documents up-to-date and on file with the Interclub Council. g. Confirmation of Account Balance All Advisors can receive a copy of their club or organization account for review at the Student Activities Office. Any discrepancies should be noted, returned for correction, and should be brought to the attention of the Dean of Students. h. Training At the beginning of each school year, the Dean of Students will conduct a policy and finance training for club officers and Advisors. This training is mandatory, and clubs will not be able to access funds without attending the training. IV. TRAVEL Travel for college employees is governed by the institution travel policy. Travel on college sponsored trips is permitted as long as it fits within the organization s budget constraints. Attendance at conferences, conventions, and other educational events that improve or enhance the educational programs of the college is encouraged. A club or organization planning to travel must first complete a Prior Approval for Travel Form (See APPENDIX I) and submit it to the Student Activities Office. All out-of-state or international travel must be approved in advance by Department Chairs, Dean of Students, and the CSI President (*Appropriate approval from chain-of command, on club or organization structure). a. Advisor Role No student shall be allowed to travel on a college-sponsored trip without an Advisor or college employee acting as a chaperone. If an Advisor is not available, please contact the Students Activities Office for assistance. Special permission must be granted through the Student Activities Office for students to travel unsupervised. Clubs or organizations requesting special permission must submit a Petition Form (See APPENDIX E) describing the circumstances and the desired outcome. Petitions will be reviewed by the Dean of Students. 17

18 Club or organization funds are not intended for Advisor travel expenses. A Prior Approval for Travel Form (See APPENDIX I) must be submitted for all club and organization travel. This form is intended as a communication and prior approval tool between the clubs or organizations/advisors and their supporting departments and the Student Activities Office to ensure that all parties are aware of travel plans and funding issues. In the event that travel is not supported by the institution, club Advisors can submit a Petition Form requesting that Interclub funds be used to support Advisor travel. This request must be approved by the Dean of Students. Advisor travel for Organizations is paid by affiliated Department. b. Policies All travel must comply with the college travel policy. CSI vehicles must be used for short distance travel. Travel farther than 500 miles is not recommended in a CSI vehicle and air travel should be considered. Any out of state travel must be approved by the President or his designee. i. Use of Personal Vehicles A. Students: Student vehicles may not be used to transport persons to any college sponsored or affiliated event requiring travel arrangements. (This includes retreats, conferences, or any event that transportation is being arranged for or provided). Any exceptions to this must be approved by the Dean of Students through use of the Petition Form. B. Advisors: Upon approval from the Student Activities Office, Advisors may be permitted to use a personal vehicle to transport students to an activity or event. This must be requested through the Student Activities Office with a Petition Form and must be as a last resort. ii. Use of CSI Vehicles All use of CSI vehicles requires completion of a Vehicle Request Form (See APPENDIX M) and adherence to the CSI Vehicle Use Policy. This information and forms are also available online, or through the Maintenance Department. All drivers must be approved through the Maintenance Department before driving a CSI vehicle. Approval includes viewing the required defensive driving video and submitting a current copy of their driver s license at least 3 days prior to departure. Driving records will be reviewed. In order to drive a CSI van, drivers must also satisfactorily complete the CSI van driving test administered by an authorized CDL driver and/or have a current CDL endorsement. Additional driving requirements are included in the attached CSI Vehicle Use Policy. iii. Emergency In the event of an emergency while traveling, notify appropriate local authorities (i.e. 911, etc.). Report any accident or emergency to CSI Security as soon as possible. [(208) ] Security will assist in contacting the appropriate administration. Security is available 24 hours a day, 7 days a week. 18

19 iv. Required Paperwork Any club or organization planning a trip must complete a Travel packet which included the following steps prior to departure: Submit a Prior Approval for Travel Form for both Advisor and students Submit a Club and Organization Travel Form. Submit a request for Per Diem Worksheet (if needed) Submit a Vehicle Request form to the Student Activities Office for approval prior to submitting to maintenance. Have each student complete and sign a Student Travel Conduct Waiver. (Advisor keeps these for reference on the trip) All forms are available through the Student Activities Office or the Interclub website. v. Per Diem Cash Disbursement Per Diem is cash given in advance for student meals on a CSI sponsored trip. Per Diem is given at a rate of $30 per day and must be arranged for prior to departure. Any exceptions to this must be approved by the Dean of Students through submission of a petition. A request for Per Diem Worksheet (See APPENDIX J) should be filled out and accompanied by a request for payment. The check will be made out to an Advisor for the total amount. The Advisor will then disburse the funds to each student and have each student sign the Per Diem Request Worksheet to verify that they received their per diem cash disbursement. This signed form must be returned to the Student Activities Office. CSI travel policy will apply to all CSI employees. Requests for per diem for college employees must be made upon return. c. International Travel Policy International trips by any CSI affiliated organization are to have a significant educational component and must be approved by the Department Head, Dean of Instruction, Dean of Students, Executive Vice President and the President. Students must show proof of health insurance in order to participate in an international trip. No fundraising activities are to be conducted until the trip has been fully approved by the President. The Vice President of Administration must be notified by October 1st or two months prior to the trip, whichever is earlier, in order to purchase international insurance for the trip. The trip coordinator must provide purpose of the trip, destinations, dates of the trip, transportation that will be used, number of students, number of CSI staff and any other pertinent information pertaining to the trip to the Vice President of Administration. This insurance may cost between $35 to $50 per person and is to be reimbursed to the college. The College may not be able to obtain certain types of insurance such as kidnapping and extortion insurance for some countries. The college will not accept other forms of insurance and waive the requirement for specific trip insurance purchased by the college. V. APPEALS Any club or organization requesting special permission or a variance from the policies outlined in this manual must submit a Petition Form describing the circumstances and the requested action. Petition Forms must be submitted to the Student Activities Office for review. (See APPENDIX E) 19

20 General Requirements Vehicle Use Agreement All use of CSI vehicles requires submission of an approved travel itinerary, roster of vehicle occupants, and a current copy of the driver s license. Out of state travel requires approval of the President or his designee. All drivers of CSI vehicles must meet the requirements as stated below. Student drivers must fulfill all of these same requirements, but they may only be used for Magic Valley or on-site driving. No alcoholic beverage or tobacco use is allowed in any CSI vehicle at any time. CSI vehicles shall be equipped with Safety Kits and Cell Phones and drivers will be instructed on their proper use. Local/Magic Valley Travel: Defined as north to Shoshone, south to Jackpot, NV, east to Rupert and west to Glenn s Ferry. CSI vans shall carry no more than twelve (12) occupants including the driver. Speed in all vans not to exceed 65 mph. Regional Travel: Defined as an area that is within a three-hour radium from campus under normal driving conditions excluding the Magic Valley area. (Speed limit examples: 55 mph x 3 hours = 165 miles; 65 mph x 3 hours = 195). CSI Sprinter vans shall carry no more than 12 occupants including the driver. All other vans shall carry no more than 10 occupants including the driver. A maximum of two vans may be used by a single group for travel with the exception of trips within the Magic Valley. Speed in all vans not to exceed 65 mph. Long Distance Travel: Defined as any travel that is not within a three-hour radius from campus under normal driving conditions. CSI vans shall carry no more than 12 occupants, including the driver. Trips shall not exceed ten (10) hours per day. Limit to two 12-occupant van per trip. Speed in all vans not to exceed 65 mph. Groups requiring additional space shall be encouraged to travel by bus. Any exceptions to this vehicle use policy must be approved by the President or his designee. Requirements for all Drivers of CSI Vehicles (including vans) 1. All drivers must submit a current copy of their driver s license to the Maintenance Department at least 3 days in advance of the scheduled trip. Driving records may be reviewed. 2. All drivers will ensure that all occupants are utilizing seat belts at all times. 20

21 3. All drivers will obey all traffic rules and regulations and exercise prudent judgment at all times. Additional Requirements for Van Drivers 1. All van drivers must satisfactorily complete the CSI van-driving test administered by an authorized CDL driver and/or have a current CDL endorsement. 2. All van drivers are required to use a spotter, if one is available, for assistance in backing up. 3. All van drivers are limited to four hours behind the wheel at one time. Drivers may drive a total of six hours per day. 4. All vans are not to exceed the posted speed limit or 65mph whichever is less. College of Southern Idaho Vehicle Use Charges College vehicles will be checked out through the CSI Maintenance Department. The following charges apply to all campus departments and organizations utilizing College of Southern Idaho vehicles: Mileage Cars Per Day Charge Rate *Per Vehicle Check Out (partial day) $15.00 $0.30 Per Day Rate $15.00 $0.30 Mileage Vans Per Day Charge Rate *Per Vehicle Check Out (partial day) $30.00 $0.45 Per Day Rate $45.00 $0.45 The above rates include gas. A gas credit card will be assigned to each vehicle for driver use. Vehicles that are not full of gas/diesel when returned will be fueled by maintenance and the appropriate department charged. Vehicles that are returned damaged or with excessive dirt or wear are subject to additional charges. Please make sure to have your Department Name and Number when checking out the vehicle from Maintenance. *It is very difficult to come up with a policy for every circumstance but as a general rule: 1) If the car or van is back by 4 pm and available for evening use, it would be a partial day. 2) If a vehicle is checked out after 4 pm and back by 7:30 am so it can be used the next day, it would be a partial day. Some unique situations will be a judgment call by maintenance. 21

22 APPENDIX INDEX APPENDIX A: Constitution Approval Form APPENDIX B: List of Members Form APPENDIX C: Club Summary APPENDIX D: Budget Form APPENDIX E: Club Petition Form APPENDIX F: Event Fundraiser Proposal Form APPENDIX G: Club Deposit Form APPENDIX H: Request for Payment Form APPENDIX I: Prior Approval for Travel Form APPENDIX J: Per-Diem Form APPENDIX K: Club Travel Form APPENDIX L: Student Travel Conduct Waiver Form APPENDIX M: Vehicle Request Form APPENDIX N: Consultant/Contractor Agreement Form APPENDIX O: Facility Request Form 22

23 Constitution Approval Form The Constitution for our Club/Organization that is being submitted was verified by the membership and is correct and up to date. Print Signature Faculty Advisor President Vice-President Secretary Treasurer Representative This Constitution has been voted and passed by our membership. I have attached a copy of our Constitution. I have sent an electronic copy of our Constitution to studentactivitiesoffice@csi.edu Advisor s Initial APPENDIX A 23

24 List of Members Club Name Name CSI Student ID# Contact Information APPENDIX B 24

25 Club/Organization Summary Please explain what your club/organization is about and what you do. Include meeting time and day. ( a club photo that will be placed on the CSI website to studentactivitiesoffice@csi.edu) Contact Person (Advisor): Phone: Meeting Place and Time: APPENDIX C 25

26 Budget Club Semester: Proposed Income Source Amount Proposed Expenditures Reason Amount APPENDIX D 26

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33 CSI Student Activities Travel Form Please complete and leave this form with the Student Activities Office BEFORE you depart. Group: Destination: Advisor: Emergency Contact #: Dates of Travel: Mode(s) of Transportation: Drivers: Itinerary: Date Location Emergency Phone # Travelers: Name Print Legibly Emergency Contact Name and Phone # Accommodation required for a disability? APPENDIX K 33

34 CSI Student Travel Conduct Waiver Domestic Travel Full Name (Please Print) ID# Name of event, conference or activity Please read each statement and initial, indicating your understanding and agreement to abide by the terms. I understand that I am traveling as part of a college-sponsored activity and I am an adult and I am a representative of the college during the entire event, conference or activity. I will not engage in any inappropriate behavior that, when combined with the use of college resources (fund, personnel, facilities, equipment, or time), could reasonably lead to personal liability or charges of unethical conduct, including, but not limited to actions deemed illegal and or unlawful by the State of Idaho and/or the United States of America. I have read, understand and agree to abide by the Student Code of Conduct and the CSI policies that pertain to student conduct, travel and events. As a participant traveling on a college sponsored function, I will not just merely comply with these interpretations, but as a responsible adult, will bring respect and honor to the college. I understand that the traveling college advisor will be the responsible agent of the college for this event, conference or activity. He or she will make any final decisions regarding the safety and protection, changes to the planned agenda, and any other decisions deemed necessary. I understand that following the pre-approved agenda, and the policies and procedures of CSI will reduce personal liability and increase personal and group safety. I understand that failure to show respect and appropriate behavior for these travel procedures and college policies may be cause for disciplinary actions as outlined by CSI Student Code of Conduct. I agree to hold the College of Southern Idaho and its employees, agents, volunteers and advisors harmless for any and all liabilities in conjunction with this trip and recognize that the college assumes no responsibility for any such occurrences not only during the activity/conference but also en route to and from such activity/conference. APPENDIX L 34

35 I authorize the traveling CSI advisor to secure medical services in the event of an accident or emergency and to incur on my behalf, the expenses for necessary services in the event of accident or illness, and I (the parent, or you the student if you have your own insurance) will provide the payment of these costs. I understand that if I have no primary insurance coverage, I will be responsible for full payment of any non-accident health issues. I understand that there are inherent risks in most activities and I have read and understand that my signature on this waiver makes me solely responsible for all such risk and liability. I have been taught and agree to use the general safety issues that relate to this activity, event, or conference. Emergency Contact Phone Numbers Name Relationship Number Primary Insurance Company Policy Number Please provide any additional pertinent medical information (allergies, special medications, etc.) By signing this, I acknowledge I have read, understand and agree to each and every item on the waiver form Student Signature Parent/Guardian Signature (if student is under 18) CSI traveling advisor signature APPENDIX L 35

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40 HELPFUL TIPS 40

41 Maintaining control of a meeting is imperative for a meeting to be productive. Choose a location for the meeting that will be comfortable and controllable. Try to keep your meeting in the same location throughout the semester. Establish rules for your meetings and consistently enforce those rules. Consider using parliamentary procedure. Try to limit deviations or freelance discussions. Require all meeting participants to treat each other with respect. Make sure that all participants have a copy of the last meeting s minutes and the current meeting s agenda. Stick to your agenda. Make yourself available to individuals after the meeting. Always start on time. Always take a few minutes to congratulate/celebrate members who have been doing a great job and to welcome new members! 41

42 The Agenda and Minutes Depending on how you look at it, attending a club meeting is either the most rewarding or the most boring part of being a club member. Ideally, the meeting should provide direction and incentive for members and is the best way to facilitate communication. The trick is to make meetings work for you and the club members, not against you. Things to Remember when Running a Meeting: 1. Make certain that a meeting is necessary before you call one. Unnecessary meetings can cause members to lose interest in the group. Evaluate your meeting frequency, do you need to meet once a week, or can you meet bi-weekly? 2. Develop an agenda ahead of time and send it out to the member in advance. That way they can see what the meetings will cover, and may be more interested in attending. 3. Start on time; be prepared; keep to the agenda. 4. Create a climate where people feel free to disagree or to bring up personal concerns. (see team-building section for helpful hints) 5. End the meeting with confirming what must be done before the next meeting. 6. Review responsibilities or tasks to be accomplished for the next meeting at the end of the meeting. The Agenda Each group member should get a copy of the agenda before the meeting begins. Here is atypical agenda: Organization Name Date, Time Location 1. Call to order (whoever is leading the meeting lets the members know that the meeting is about to begin, and makes sure everyone has a copy of the agenda) 2. Minutes Approval (whoever is leading the meeting asks for corrections, changes and approval on the previous meeting s minutes) 3. Introductions of new members, visitors or guests 4. Appropriations (any items that need to be voted on) 5. Reports (If committees or individuals have reports to be made on progress with a project, etc.) 6. Old Business (revisit last meeting to see what people responsible for accomplishing since the last meeting, and decisions left unmade, etc.) 7. New Business (new assignments to be made, new topic, projects, decision, etc.) 8. Discussion Items/Open Forum 9. Adjournment (announce next meeting time, date and location) 42

43 The Minutes One of the most important administrative tasks is taking minutes. Minutes are the administrative record of the group and help keep members up to date on where the group is headed, as well as what has been accomplished. A record of minutes should be kept by your club/organization s secretary or designated officer, and put on file for each meeting. What Minutes Do: 1. Inform members who were unable to attend the meetings of what happened. 2. Help follow up on assignments and decisions. 3. Help formulate the agenda for the next meeting. 4. Provide a valuable review of traditions and procedures of the organization. What Minutes Should Include: 1. Name of group, place, date, time and location of meeting. 2. Members present 3. Major agenda items in an easily identifiable format. 4. The assignments of responsibilities for individuals and committees, including deadlines. * REMEMBER: Be as concise as possible 43

44 Working with Your Advisor Organization advisors are volunteers who devote their time and talent to campus groups, and are responsible for supporting and encouraging their groups through successes and failures. The responsibility for finding an advisor rests on the club/organization. If you are having difficulty finding an advisor, please contact the Student Activities Office. 1. The responsibility for building the relationship must be shared between the advisor and the students. 2. The relationship must be based upon open and direct communication and mutual respect. 3. All advisors and members must recognize their various roles and responsibilities inside and outside of the organization. 4. All members and advisors should share expectations of performance, responsibilities, and group effectiveness. 5. The advisor must also sign off on all the appropriate papers before they can be approved by the Student Activities Office. 6. Be sure to recognize your advisor as a resource to your club/organization. 44

45 Advisor Role/Responsibilities Of Recognized Student Clubs/Organizations Role of an Advisor The responsibilities of the club Advisor vary with the activity of the club. Minimally any recognized College of Southern Idaho (CSI) club must have a CSI employee serving as the Advisor on record with Fiscal responsibilities. A group may choose to have additional persons serving in advisory roles that may or may not be CSI employees. This is acceptable as long as the Advisor on record and the one responsible for the financial transactions is a CSI employee. Responsibilities of an Advisor A faculty/staff advisor can become one of the club's most valuable assets. As a professional member of CSI, they provide a communications link between the club and CSI. The following lists basic responsibilities for Faculty/Staff Advisors: Assist the club in developing an understanding of and fulfilling its mission and purpose at CSI. Assist the club in understanding and exemplifying the CSI Code of Conduct and the mission of the college. Help the club navigate campus resources, policies & procedures such as reserving rooms, submitting request for payments, and publicity for events. Serve as the authorized signature for all official college documents for the organization. Ensure that the organization maintains good status by re-registering by the deadline at the beginning of each Fall semester and attends Interclub meetings and participates in Interclub events (if applicable). Be a liaison between the club and the College share club/organization successes and college information. Promoting dialogue between club membership, college administration, student body, the college community, and the local community. Responsibility for club activities, programs, personnel, and seeing that programs conform to the educational purposes of the college. Attendance at club functions and programs as required, supervising and maintaining college standards of behavior, use of facilities and equipment, etc. Travel with the group on any college/club sponsored activity. Similar to our obligations in the classroom, Advisors should be prepared to provide students with reasonable accommodations for all club related activities. Challenge and support the club to continuously grow and improve. The following lists additional areas in which the Faculty/Staff Advisor may assist the club: Help the club set and achieve their goals. Assist in mediation between club members and executive council. Attend club meetings. The following gives an approximate idea of time commitment involved with this role: 8 10 hours per month / 9-12 months per year. (Some clubs are active during the summer) Be available during scheduled office hours to sign forms, address questions, meet with (or set meetings with) club members. Attend an Advisor s meeting held by the Dean of Students. 45

46 What is Parliamentary Procedure? It is a set of rules for conduct at meetings that allows everyone to be heard and to make decisions without confusion. Why is Parliamentary Procedure important? Because it's a time tested method of conducting business at meetings and public gatherings. It can be adapted to fit the needs of any organization. Today, Robert's Rules of Order newly revised is the basic handbook of operation for most clubs, organizations and other groups. So it's important that everyone know these basic rules! Organizations using parliamentary procedure usually follow a fixed order of business. Below is a typical example: 1. Call to order. 2. Roll call of members present. 3. Reading of minutes of last meeting. 4. Officers reports. 5. Committee reports. 6. Special orders --- Important business previously designated for consideration at this meeting. 7. Unfinished business. 8. New business. 9. Announcements. 10. Adjournment. The method used by members to express themselves is in the form of moving motions. A motion is a proposal that the entire membership take action or a stand on an issue. Individual members can: 1. Call to order. 2. Second motions. 3. Debate motions. 4. Vote on motions. There are four basic types of Motions: 1. Main Motions: The purpose of a main motion is to introduce items to the membership for their consideration. They cannot be made when any other motion is on the floor, and yield to privileged, subsidiary, and incidental motions. 2. Subsidiary Motions: Their purpose is to change or affect how a main motion is handled, and is voted on before a main motion. 3. Privileged Motions: Their purpose is to bring up items that are urgent about special or important matters unrelated to pending business. 4. Incidental Motions: Their purpose is to provide a means of questioning procedure concerning other motions and must be considered before the other motion. How are Motions presented? 1. Obtaining the floor a. Wait until the last speaker has finished. b. Rise and address the Chairman by saying, "Mr. Chairman, or Mr. President." c. Wait until the Chairman recognizes you. 2. Make your Motion a. Speak in a clear and concise manner. b. Always state a motion affirmatively. Say, "I move that we..." rather than, "I move that we do not...". c. Avoid personalities and stay on your subject. 3. Wait for someone to second your motion 46

47 4. Another member will second your motion or the Chairman will call for a second. 5. If there is no second to your motion it is lost. 6. The Chairman States Your Motion a. The Chairman will say, "it has been moved and seconded that we..." Thus placing your motion before the membership for consideration and action. b. The membership then either debates your motion, or may move directly to a vote. c. Once your motion is presented to the membership by the chairman it becomes "assembly property", and cannot be changed by you without the consent of the members. 7. Expanding on Your Motion a. The time for you to speak in favor of your motion is at this point in time, rather than at the time you present it. b. The mover is always allowed to speak first. c. All comments and debate must be directed to the chairman. d. Keep to the time limit for speaking that has been established. e. The mover may speak again only after other speakers are finished, unless called upon by the Chairman. 8. Putting the Question to the Membership a. The Chairman asks, "Are you ready to vote on the question?" b. If there is no more discussion, a vote is taken. c. On a motion to move the previous question may be adapted. Voting on a Motion: The method of vote on any motion depends on the situation and the by-laws of policy of your organization. There are five methods used to vote by most organizations, they are: 1. By Voice -- The Chairman asks those in favor to say, "Aye", those opposed to say "no". Any member may move for an exact count. 2. By Roll Call -- Each member answers "yes" or "no" as his name is called. This method is used when a record of each person's vote is required. 3. By General Consent -- When a motion is not likely to be opposed, the Chairman says, "if there is no objection..." The membership shows agreement by their silence, however if one member says, "I object," the item must be put to a vote. 4. By Division -- This is a slight verification of a voice vote. It does not require a count unless the chairman so desires. Members raise their hands or stand. 5. By Ballot -- Members write their vote on a slip of paper; this method is used when secrecy is desired. There are two other motions that are commonly used that relate to voting. 1. Motion to Table -- This motion is often used in the attempt to "kill" a motion. The option is always present, however, to "take from the table", for reconsideration by the membership. 2. Motion to Postpone Indefinitely -- This is often used as a means of parliamentary strategy and allows opponents of motion to test their strength without an actual vote being taken. Also, debate is once again open on the main motion. Parliamentary Procedure is the best way to get things done at your meetings. But, it will only work if you use it properly. 1. Allow motions that are in order. 2. Have members obtain the floor properly. 3. Speak clearly and concisely. 4. Obey the rules of debate. Most importantly, BE COURTEOUS. 47

48 Parliamentary Procedure for Meetings Robert's Rules of Order is the standard for facilitating discussions and group decision-making. Copies of the rules are available at most bookstores. Although they may seem long and involved, having an agreed- upon set of rules makes meetings run easier. Robert's Rules will help your group have better meetings, not make them more difficult. Your group is free to modify them or find another suitable process that encourages fairness and participation, unless your bylaws state otherwise. Here are the basic elements of Robert's Rules, used by most organizations: 1. Motion: To introduce a new piece of business or propose a decision or action, a motion must be made by a group member ("I move that...") A second motion must then also be made (raise your hand and say, "I second it.") After limited discussion the group then votes on the motion. A majority vote is required for the motion to pass (or quorum as specified in your bylaws.) 2. Postpone Indefinitely: This tactic is used to kill a motion. When passed, the motion cannot be reintroduced at that meeting. It may be brought up again at a later date. This is made as a motion ("I move to postpone indefinitely..."). A second is required. A majority vote is required to postpone the motion under consideration. 3. Amend: This is the process used to change a motion under consideration. Perhaps you like the idea proposed but not exactly as offered. Raise your hand and make the following motion: "I move to amend the motion on the floor." This also requires a second. After the motion to amend is seconded, a majority vote is needed to decide whether the amendment is accepted. Then a vote is taken on the amended motion. In some organizations, a "friendly amendment" is made. If the person who made the original motion agrees with the suggested changes, the amended motion may be voted on without a separate vote to approve the amendment. 4. Commit: This is used to place a motion in committee. It requires a second. A majority vote must rule to carry it. At the next meeting the committee is required to prepare a report on the motion committed. If an appropriate committee exists, the motion goes to that committee. If not, a new committee is established. 5. Question: To end a debate immediately, the question is called (say "I call the question") and needs a second. A vote is held immediately (no further discussion is allowed). A two-thirds vote is required for passage. If it is passed, the motion on the floor is voted on immediately. 6. Table: To table a discussion is to lay aside the business at hand in such a manner that it will be considered later in the meeting or at another time ("I make a motion to table this discussion until the next meeting. In the meantime, we will get more information so we can better discuss the issue.") A second is needed and a majority vote required to table the item being discussed. 7. Adjourn: A motion is made to end the meeting. A second motion is required. A majority vote is then required for the meeting to be adjourned (ended). Note: If more than one motion is proposed, the most recent takes precedence over the ones preceding it. For example if #6, a motion to table the discussion, is proposed, it must be voted on before #3, a motion to amend, can be decided. 48

49 In a smaller meeting, like a committee or board meeting, often only four motions are used: To introduce (motion.) To change a motion (amend.) To adopt (accept a report without discussion.) To adjourn (end the meeting.) Remember, these processes are designed to ensure that everyone has a chance to participate and to share ideas in an orderly manner. Parliamentary procedure should not be used to prevent discussion of important issues. Board and committee chairpersons and other leaders may want to get some training in meeting facilitation and in using parliamentary procedure. Additional information on meeting processes, dealing with difficult people, and using Robert's Rules is available from district office staff and community resources such as the League of Women Voters, United Way and other technical assistance providers. Parliamentary Procedure at a Glance, by O. Garfield Jones, is an excellent and useful guide for neighborhood association chairs. Tips in Parliamentary Procedure The following summary will help you determine when to use the actions described in Robert's Rules. A main motion must be moved, seconded, and stated by the chair before it can be discussed. If you want to move, second, or speak to a motion, stand and address the chair. If you approve the motion as is, vote for it. If you disapprove the motion, vote against it. If you approve the idea of the motion but want to change it, amend it or submit a substitute for it. If you want advice or information to help you make your decision, move to refer the motion to an appropriate quorum or committee with instructions to report back. If you feel they can handle it better than the assembly, move to refer the motion to a quorum or committee with power to act. If you feel that there the pending question(s) should be delayed so more urgent business can be considered, move to lay the motion on the table. If you want time to think the motion over, move that consideration be deferred to a certain time. If you think that further discussion is unnecessary, move the previous question. If you think that the assembly should give further consideration to a motion referred to a quorum or committee, move the motion be recalled. If you think that the assembly should give further consideration to a matter already voted upon, move that it be reconsidered. If you do not agree with a decision rendered by the chair, appeal the decision to the assembly. If you think that a matter introduced is not germane to the matter at hand, a point of order may be raised. If you think that too much time is being consumed by speakers, you can move a time limit on such speeches. If a motion has several parts, and you wish to vote differently on these parts, move to divide the motion. 49

50 PARLIAMENTARY PROCEDURE AT A GLANCE TO DO THIS Adjourn meeting* Recess meeting Complain about noise, room temperature, etc.* Suspend further consideration of something * End debate Postpone consideration of something Have something studied further Amend a motion Introduce business (a primary motion) Object to procedure or personal affront * YOU SAY THIS I move that we adjourn I move that we recess until MAY YOU INTERREPT SPEAKER MUST YOU BE SECONDED IS MOTION DEBATABLE WHAT VOTE REQUIRED No Yes No Majority No Yes No Majority Point of privilege Yes No No No vote I move we table it No Yes No Majority I move the previous question No Yes No 2/3 vote I move we postpone this matter until No Yes Yes Majority I move we refer this matter to committee No Yes Yes Majority I move this motion be amended by... No Yes Yes Majority I move that No Yes Yes Majority Point of order Yes No No No vote, Chair decides Request information Point of information Yes No No No vote Ask for actual count to verify voice vote Object consideration of undiplomatic vote * Take up a matter previously tabled * Reconsider something already disposed of * Consider something already out of its schedule * Vote on a ruling by the Chair I call for a division of the house I object to consideration of this question I move to take from the table I move we reconsider our action relative to I move we suspend the rules and consider I appeal the Chair s decision No No No No vote Yes No No 2/3 vote No Yes No Majority Yes Yes Yes Majority No Yes No 2/3 vote Yes Yes Yes Majority *Not amendable 50

51 PARLIAMENTARY PROCEDURE MOTIONS AT A GLANCE DEBATABLE AMENDABLE CAN BE RECONSIDERED REQUIRES 2/3 VOTE Privileged Motions Incidental Motions Subsidiary Motions Fix time at which to adjourn No Yes No No Adjourn No No Yes No Question of privilege No Yes Yes No Call for order of day No No Yes No Appeal Yes No Yes No Objection to consideration of a question No Point of information No No No No Point of order No No No No Read papers No No Yes No Suspend the rules No No No Yes Withdraw a motion No No Yes No Lay on the table No No Yes No The previous question (close debate) No Yes Yes No No Yes Yes Limit or extend debate No Yes Yes Yes Postpone to a definite time Yes Yes Yes No Refer to committee Yes Yes Yes No Amend the amendment Yes No No No Amendment Yes Yes Yes No Postpone indefinitely Yes No Yes No Main Motion Main or procedural motion Yes Yes Yes No This table presents the motion in order of precedence. Each motion takes precedence over (i.e. can be considered ahead of) the motions listed below it. No motion can supersede (i.e. be considered before) any of the motions listed above it. PLEASE NOTE: Many organizations use only the Main Motion and Subsidiary Motions, handling other matters on an informal basis. 51

52 TO INTRODUCE A MOTION: Stand when no one else has the floor. Address the Chair by the proper title. Wait until the chair recognizes you. IN THE MEETING Now that you have the floor and can proceed with your motion say "I move that...," state your motion clearly and sit down. Another member may second your motion. A second merely implies that the seconder agrees that the motion should come before the assembly and not that he/she is in favor of the motion. If there is no second, the Chair says, "The motion is not before you at this time." The motion is not lost, as there has been no vote taken. If there is a second, the Chair states the question by saying "It has been moved and seconded that... (state the motion)..., is there any discussion?" DEBATE OR DISCUSSING THE MOTION: The member who made the motion is entitled to speak first. Every member has the right to speak in debate. The Chair should alternate between those "for" the motion and those "against" the motion. The discussion should be related to the pending motion. Avoid using a person's name in debate. All questions should be directed to the Chair. Unless there is a special rule providing otherwise, a member is limited to speak once to a motion. Asking a question or a brief suggestion is not counted in debate. A person may speak a second time in debate with the assembly's permission. VOTING ON A MOTION: Before a vote is taken, the Chair puts the question by saying "Those in favor of the motion that... (repeat the motion)... say "Aye." Those opposed say "No." Wait, then say "The motion is carried," or "The motion is lost." Some motions require a 2/3 vote. A 2/3 vote is obtained by standing If a member is in doubt about the vote, he may call out "division." A division is a demand for a standing vote. A majority vote is more than half of the votes cast by persons legally entitled to vote. A 2/3 vote means at least 2/3 of the votes cast by persons legally entitled to vote. A tie vote is a lost vote, since it is not a majority. 52

53 AMENDMENTS ILLUSTRATED Any main motion or resolution may be amended by: 1. Adding at the end 2. Striking out a word or words 3. Inserting a word or words 4. Striking out and inserting a word or words 5. Substitution A member rises, addresses the chair, receives recognition, and states the motion: I move that MAIN MOTION Another member seconds the motion. The Chair repeats the motion and says, Is there any discussion? To improve the motion, a member rises, receives recognition and says, I move to amend the motion by Must be relevant to the main motion PRIMARY AMENDMENT Another member seconds the amendment. The Chair repeats the amendment and says, Is there any discussion on the amendment? To improve the amendment, a member rises, receives recognition, and says, I move to amend the amendment by Must be relevant to the primary amendment SECONDARY AMENDMENT (not amendable) Another member seconds the amendment. The Chair repeats the amendment to the amendment and says, Is there any discussion on the amendment to the amendment? When discussion ceases, the Chair says, Those in favor of the amendment to the amendment say Aye. Those opposed say No. If the vote was in the affirmative, the amendment is included in the preliminary amendment. The Chair then says, Is there any discussion on the amended amendment? If there is no discussion, a vote is taken on the amended amendment. If the vote in the affirmative, the amendment is included in the main motion. The Chair then says, Is there any discussion on the amended motion? At this place, the motion can again be amended. If there is no further discussion, a vote is taken on the amended motion. Even though the amendments carried in the affirmative, the main motion as amended can be defeated. 53

54 CIVIC ENGAGEMENT 54

55 What impact are we having on the community? How do we know? How are we supporting the efforts of others in the community? How well are we serving? Communicating? Planning? Is the project or partnership well organized? If so, how? What is our personal investment in the work that we are doing? How are we fostering relationships with fellow student volunteers? How are we fostering relationships with those we are serving? How are we fostering relationships with staff at our parenting agency? What are we doing to understand the larger issues involved, possibly the root cause or the complexities? How does the role we are playing fit into the larger context of the agency we serve? What does this kind of work look like on a state, national, or global level? What are we doing to promote reflection and to debrief service experiences? What are we learning about ourselves through this experience? What implications do these realizations have for individual s majors or career paths? 55

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