Clubs Handbook

Mission: We elevate our diverse learners and strengthen our communities through inclusive and innovative education.

Contents

Welcome

This handbook is designed to provide students and club advisors with answers to many common questions associated with student clubs, as well as provide your club with any forms they need throughout the semester.

The Associate Dean of Students, Tito Parker, will assist clubs with meeting their objectives and to develop student activities. Please contact him in A325 or by email at tito.parker@witcc.edu for assistance.

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The Comet Clubs Panel

The Western Iowa Tech Community College Comet Clubs Panel is charged with meeting three primary objectives:

  1. Facilitating leadership development within student clubs and organizations,
  2. Providing students with social, cultural, and educational experiences,
  3. Offering a forum for club representatives.

The representatives of the Comet Clubs Panel coordinate and execute activities directed by Associate Dean of Students. The Comet Clubs Panel meets the first Thursday of each month at noon in room W108. The agendas for meetings of the Comet Clubs Panel include activity petitions, club charters, and other business brought forth by students and their respective clubs. Items to be placed on the Comet Clubs Panel agenda are due to the Associate Dean of Students by noon the Tuesday prior to the meeting. In addition to the formal agenda, any student is encouraged to address concerns or make suggestions to the Club Panel.

Students become representatives on the Comet Clubs Panel through appointment by a club’s advisor(s).

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Student Clubs

The student clubs are organized and administered by the Associate Dean of Students, faculty, and staff. A club is a registered student organization formed by individuals with a common interest in an activity, hobby, or sport. Each club is composed primarily of students, while encouraging faculty and staff interaction. Each club is formed, developed, governed, and administered by the student membership of that particular club with the guidance of the club advisor and Associate Dean of Students.

Active student clubs receive the benefits of (1) assistance with the planning and promoting of student activities; (2) representation of the club’s interests within the Comet Clubs Panel; (3) access to reserve college equipment including facilities, technologies, and vehicles; (4) the ability to apply for funding from the student activities budget; and (5) the ability to conduct approved fundraisers off and on College property.

To qualify as a member of a student club you must (1) be registered in credit courses for the current term, (2) be registered in HiSED for the current fiscal year, (3) Be registered in a non-credit course in which the current date is between the start and end dates of the course, or (4) be currently registered in the Gateway to College program.

To become a recognized student club the following items are required: (1) semester submission of the club’s charter; (2) election of a Comet Club Panel Meeting representative; (3) must have a faculty advisor; and (4) a minimum of three student members.

A club may submit the annual charter to the Associate Dean of Students at any time. Note that a link to the club charter form can be found in Appendix of this handbook.

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Active Club Status

These requirements are necessary to continue enjoying the benefits available to active clubs:

  1. Fall and Spring semester submission of the club’s charter
  2. Representation at the Comet Clubs Panel meetings (only allowed to miss two meetings per semester for club funding)
  3. Maintain a faculty member to act as advisor to the club
  4. Maintain a minimum of three student members
  5. Retain an open enrollment policy for student members
  6. Two Club members participate in WITSTOCK and Festival of Nations
  7. Each Club will pick a smaller scheduled event to volunteer at on campus from the Student Activities Calendar

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Responsibilities of the Club’s Representative in Club Panel

Each club’s advisor(s) should appoint a student to represent the club’s interests to the Comet Clubs Panel.

Once appointed, this representative is responsible for (1) attending all meetings of the Comet Clubs Panel*, (2) being a communication liaison between the club and the Comet Clubs Panel, and (3) introducing proposals or concerns of the club to the Comet Clubs Panel. Furthermore, when a club wishes to conduct an activity, it is the responsibility of the club’s representative to file an activity proposal at a Comet Clubs Panel meeting. Note that a link to the activity proposal form can be found in Appendix of this handbook.

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Responsibilities of the Club’s Advisor

Advisors Need to Know This Before They Sign the Club Charter

Upon agreeing to serve as a club advisor, the employee is responsible for (1) guiding student’s actions to adhere to the club’s stated objectives; (2) attending all official meetings and activities of the club; (3) supervising the club’s activities; (4) ensuring the club adheres to all College policies; and (5) supervising the keeping of accurate records, including meeting agendas, minutes and what events the Club members will be volunteering for.

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Club Funding

Active clubs may receive funding through a combination of private fundraising and/or appropriations from the Student Activities budget.

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Activities Budget Funding

Student clubs may complete the requirements listed below to possibly receive a semi-annual funding allocation of $500 per club from the Student Activities budget. Clubs must complete one or more of the requirements.

Funding Requirements:

  • $50: members must contribute 50 volunteer hours to nonprofit organization of their choice. Documented and signed on volunteer company/organization letterhead.
  • $50: a student representative or advisor attends every regularly scheduled meeting of the Club Congress in person or by Zoom. Clubs are allowed to miss two meetings maximum per semester. Attendance shall be documented.
  • The club submits its new or renewal club charter to the Director of Associate Dean of Students each fall and spring semester.
  • $150: the club participates in WITSTOCK, Festival of Nations, two monthly smaller student activity events on campus from the student activity calendar and the club coordinates and presents one entertainment event for students on campus. A minimum of ten students who are not members of the club must attend the event. An activity petition must be pre-approved by the Associate Dean of Students. 
  • $50: the club participates in the club fair or on a branch campus a table is set up once per semester on the respective campus.
  • $150: the club participates in WITSTOCK, Festival of Nations, two monthly smaller student activity events on campus from the student activity calendar the club coordinates and presents two academic or cultural events for students on campus.
  • $50: the club participates in extra monthly student activity events

Student clubs are encouraged to promote their events to increase attendance. An activity petition must be pre-approved by the Associate Dean of Students in coordination with the Branch Campus Directors.

  • The club must fill out and turn in the activity worksheet and activity evaluation sheet no later than two weeks post event for all events in order to receive funding reimbursement.
  • To receive funds, the club must submit a written report summarizing the requirements that have been met.
  • The report must be signed by the club’s student representative and advisor, and then delivered to the Associate Dean of Students on or before the last day of classes of each semester. A link to the template can be found in Appendix of this handbook.

Eligibility:

  • The applying club must hold a current charter.
  • Club activities and meetings must be independent of academic class requirements.

The funding for this program is provided by the student activities budget.

Appropriations to clubs from the student activities budget will be transferred electronically by the College business office. Transactions for summer and fall term applications will be processed at the beginning of the spring term. Transactions for the spring term applications will be processed at the beginning of the summer term.

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Private Fundraising

Private fundraising efforts must be approved by the Associate Dean of Students, prior to their undertaking. Solicitations for business donations commonly require co-approval from the WITCC Executive Director of College Development, Matt Pfister. The club advisor must file an activity proposal with the Associate Dean of Students prior to the start of a fundraising program.

Branch Campus Fundraising

If fundraising activity were planned on a Branch Campus approval must first be granted by the Branch Campus Director. In addition, all external (off campus) fundraising efforts are to be approved, through a proposal process prior to scheduling the event.

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Deposits, Payments and Transfers

All club funding appropriations from Student Activities are approved by the Associate Dean of Students and submitted to the Business Office. The Business Office is responsible for transferring funds to the appropriate clubs and maintaining the accounting records for all clubs. The formation of a new club requires a request from the Associate Dean of Students to the Controller to establish a new account number. The new account number will be provided to the Associate Dean of Students and, when applicable, the Branch Campus Director.

All deposits and cash receipts are processed by a College cashier and all payments are processed by the Accounts Payable Department. Payment Request forms must be completed by a club officer/representative and signed/approved by a club advisor prior to being submitted to Accounts Payable. Payment Request forms are processed on a weekly basis according to Business Office deadlines, with Payment Request forms due by Friday at 5:00 p.m. to receive a payment the next Tuesday. Payment Request forms are typically used for lodging, honorariums, registrations, and reimbursement for supplies. Club advisors may request budget reports from the Controller or Accounting Specialist in the Business Office.

When funds are deposited to a club account, the cashier will count and validate the funds and deposit into the appropriate Agency account. All funds deposited (and all funds requested for payment) should be signed off on/approved by the WITCC club advisor. The person presenting the deposit to the Cashier must be clear about which club the funds are for (for example, PTK, account 04-x-xxxx-xx-xxxx.

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Activity Advertisement

Prints

All posters, flyers, promotional advertisements and other forms of advertisement for club functions must be approved by the Associate Dean of Students prior to posting. Flyers or event notices cannot be created or distributed without prior authorization of the Associate Dean of Students or an Administrator on Branch Campuses, dependent on the location. If the club designs their own flyer, it must be submitted to the Associate Dean of Students or Branch Campus Administrator in a PDF file to obtain approval prior to printing or posting. A proof should be submitted to the Associate Dean of Students at least two weeks before desired distribution date.

Advertisements will be denied for:

  1. Typographical errors
  2. Lack of activity approval by the Associate Dean of Students
  3. Omission of sponsoring club’s name, event date(s) and time(s)
  4. Violation of the College’s drug and alcohol image policy
  5. Unauthorized use of the College logo
  6. For not displaying the following statement:
    ACCOMMODATIONS
    If accommodations are needed, contact michelle.fiechtner@witcc.edu or 712.317.3440.
    TITLE IX
    WITCC is committed to creating an environment free from discrimination and sexual harassment; see Title IX at www.witcc.edu/title-ix.
    CODE OF CONDUCT
    WITCC is a drug, alcohol, tobacco, and weapon free campus, including vapes, e-cigs, & chewing tobacco.
    NON-DISCRIMINATION STATEMENT
    The Non-discrimination statement can be found on the WITCC website at www.witcc.edu/policies/nondiscrimination-statement/.
    CLERY STATEMENT
    The WITCC Annual Security Report is available at: www.witcc.edu/pdf/clery-report/. This report is required by the Dept. of Education to be made available to all current students and employees as well as prospective students and employees. This report contains policy statements, the last three years of crime statistics, security procedures and safety programs. A paper copy may also be requested by contacting the WITCC Campus Safety Dept.
  7. Printing must be funded through the appropriate departmental budget.
  8. Printed materials will be delivered to the office of the Associate Dean of Students by the Marketing Department. Printing materials needing to be delivered to branch campuses will be postmarked no later than one week prior to the event. An approved stamp must be placed on materials prior to posting.

It takes about 30 prints, at 12" by 12", to adequately publicize an event on the campus bulletin boards. Clubs should also consider creating at least one poster size, 20" by 30", print to display around campus. Artwork designed in Illustrator or a similar vector-based program is ideal for large prints. The largest color printer currently on campus prints up to 30" wide.

Assistance to clubs with the artwork on printed advertisements for activities can be obtained from the Associate Dean of Students. Allow at least two weeks for artwork assistance.

All posters, flyers, promotional advertisements and other forms of advertisement for club functions that will be promoted off-campus must be approved through the College Marketing Department. Guidelines for off-campus prints are similar to, but not limited to, the requirements above. Clubs should contact the Associate Dean of Students and/or an Administrative representative on Branch Campuses to get approval prior to posting any advertisement off-campus.

Online Calendar

To request that your event be listed on the College’s online calendar, log into MyWIT. Click on the Events Calendar Submission link on the Events card to access the Calendar submission form. This form will also allow you to request additional support from Marketing, such as press releases, signage, and printed materials.

Information Table

Sioux City Campus
An information table may be set up near the Overlook Cafe or a building entrance to promote your activity and/or club. Email the Associate Dean of Students to arrange for a table, chairs and technologies. Be sure to include the date, time and location for your information table. Certain technologies, such as a laptop computer, may not be left unattended at your table. There must be a member of the club or advisor at the table at all times.

Denison Campus
An information table may be set up in the hall outside of the Library, in the Library or in the vending area to promote your activity and/or club. E-mail the Campus Service Coordinator to arrange for a table, chairs and technology needed for the event. Be sure to include the date, time and location for your information table.

There must be a member of the club or advisor at the information table at all times, tables are not to be left unattended.

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Reservations

Rooms

Sioux City Campus
Reservations for meeting rooms and classrooms are handled through 25Live. Club advisors may access this online tool through https://my.witcc.edu. Training on how to use 25Live can be scheduled in the Academic Center for Excellence (ACE).

Denison Campus
Club advisors need to verify room availability with the Campus Service Coordinator. Once the room has been approved the advisor will notify the Registration Clerk to ensure the event is posted on the campus room calendar.

Vehicles

Sioux City Campus
Reservations for college vehicles are made through 25Live. Club advisors may access this online tool through https://my.witcc.edu. Mileage and fuel expenses may be assessed to individual clubs. Contact the Physical Plant office for details.

Denison Campus
Reservations for a campus vehicle are made via the car log which is located in the front office. Mileage and fuel expenses may be assessed to individual clubs. If a campus vehicle is used please notify either the Campus Director or Campus Service Coordinator if the vehicle needs to be refueled.

Technology

Microphones, laptops, and television carts are reserved through the IT Help Desk. Call extension 1461, send an email to helpdesk@witcc.edu, or complete the form on https://my.witcc.edu. Technology reservations must be made by club advisors.

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Food

Sioux City Campus
Food for event catering must be ordered from the Overlook Cafe. Catering services should be requested two weeks prior to the event. When delivered to the event, a table must be ready for the food. Note that the bill is assessed based on the number of people for whom you order, not the number of attendees. Catering details can be found online at www.witcc.edu/dining/catering-policy/.

Denison Campus
Food used for sales or event catering may be organized with a local establishment two weeks prior to the event. The Club Advisor must approve the budget and all orders prior to finalizing the order with the vendor.

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Equipment

The College maintains popcorn machines. Clubs may borrow the machines at no charge. The equipment should be returned in the same or better condition than when it was received and should be thoroughly cleaned. Reservations can be made in the Associate Dean of Students’ office two weeks in advance. To reserve on the Branch Campuses contact an administrative representative.

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Meetings

Campus clubs use many styles to manage meetings. The style used in running individual club meetings should be consistent with the nature and personality of the organization. This section will provide an overview of meeting procedures for the Comet Clubs Panel and guidelines for club meetings. Branch Campus representatives will participate via Zoom.

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Club Congress Procedures

An agenda will be available for every meeting of the Comet Clubs Panel. New business on the agenda is generated from activity proposals and other written requests delivered to the Associate Dean of Students’ office or via email by noon the Tuesday prior to the meeting.

The Associate Dean of Students shall remain impartial during the proceedings. They may not enter into debate, make a motion, second a motion or vote on a motion. Parliamentary Procedure will be used when necessary, but most business will be handled informally, as described here:

  • The Associate Dean of Students will call the meeting to order. The Associate Dean of Students will then begin the meeting by calling for an introduction to the first item on the agenda.
  • A member of the sponsoring club shall come to the front of the assembly and introduce the proposal. If a member of the sponsoring club is not present, the proposal will not be considered. It will be tabled until the next meeting.
  • The Associate Dean of Students will ask for questions or comments from the assembly. Members of the Comet Clubs Panel are to wait until recognized by the chair before speaking.
  • Members of the Comet Clubs Panel may suggest an amendment to the proposal. When an amendment is made and seconded, it may be discussed in the assembly. The Club Congress must vote in favor of or against the amendment before voting on the entire proposal.
  • After discussion the speaker sponsoring the bill will ask the chair to initiate a vote.
  • Voting shall be conducted by voice. Members in favor of the proposal shall say “aye" and those opposed shall say “nay". A member of the assembly may request an exact count by show of hands or paper ballot.
  • The chair will move the meeting to the next topic after discussion on the previous item has been completed.
  • After items on the agenda have been discussed, the chair will allow members to address general comments to the assembly.
  • The meeting will adjourn.

*During special circumstances Comet Clubs Panel meetings will be conducted by Zoom.

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Recommendations for Club Meetings

Regardless of the style of the meeting, the Comet Clubs Panel recommends that club leaders adapt these guidelines:

  1. Be a good host. Recognize new members and make them feel welcome. If the meeting includes a guest presenter, designate someone to welcome them and act as a host. Know how to pronounce their name and prepare an introduction. Follow up with a thank you letter.
  2. Prepare an agenda. This way you remember everything to be discussed and can allocate an appropriate amount of time for the discussion. Agenda should include a follow up on “old business" if appropriate. For example: if a task was assigned last week, make sure it was done.
  3. Instruct a member of the club to take thorough notes. After the meeting, the secretary should type the notes and make them available to club members.
  4. The chair must guide the meeting. To be effective, consider these tips:
    1. Don’t take sides. Remain impartial while chairing the meeting.
    2. Recognize all who have comments or questions.
    3. Keep the group on the topic at hand.
    4. Clarify questions. Re-state them, if necessary, to be understood.
    5. Practice the art of summarization.
    6. Keep order in the discussion and be alert to members’ reactions.
  5. Watch your time. Start all meetings on time and finish on time. Handouts should be ready to distribute as people enter.

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Complaint Process

If you have questions or complaints, please reference Board Policies at witcc.edu/about/board/board-policies/ or call 712.317.3304 and/or email jackie.plendl@witcc.edu (employees) or call 712.317.3227 and/or email tawnya.beermann@witcc.edu (students) or the Director of the Office for Civil Rights, U.S. Department of Education, John C. Kluczynski Federal Building, 230 S. Dearborn Street, 37th Floor, Chicago, IL 60604-7204, phone number 312.730.1560, fax 312.730.1576, TDD 800.877.8339; email: OCR.Chicago@ed.gov. Issues of this nature that occur on the Branch Campuses should first be addressed with the instructor and then the Branch Campus Director.
General Student Complaint Form

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Code of Conduct

WITCC is a drug, alcohol, tobacco, and weapon free campus, including vapes, e-cigs, & chewing tobacco.

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Accommodations

If accommodations are needed, contact michelle.fiechtner@witcc.edu or 712.317.3440.

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Title IX

WITCC is committed to creating an environment free from discrimination and sexual harassment; see Title IX at www.witcc.edu/title-ix/.

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Non-Discrimination Statement

View the full and current Non-discrimination Statement on the WITCC website at www.witcc.edu/policies/nondiscrimination-statement/.

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CLERY Statement

The WITCC Annual Security Report is available at: www.witcc.edu/pdf/clery-report/ . This report is required by the Dept. of Education to be made available to all current students and employees as well as prospective students and employees. This report contains policy statements, the last three years of crime statistics, security procedures and safety programs. A paper copy may also be requested by contacting the WITCC Campus Safety Dept.

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Glossary

  • Activity proposal - use this form to propose an event or fundraiser on campus. Regular club meetings, listed on the club’s charter, do not require an activity proposal.
  • Club Charter - this form should be submitted at the beginning of fall and spring semesters of each year, although it may be accepted throughout the year.
  • Club Funding Application - this application must be completed and submitted to the Associate Dean of Students no later than the last day of classes in the application period (end of fall or spring semesters). Note that certain requirements listed on the application call for a typed report to be attached to the application. Funds for approved applications will be processed at the beginning of the following term. The club must have proof that all information on the form is valid.
  • Transfer of Funds Request - use this form to request movement of funds from your club’s account to another college account or to make payment in the form of a check.
  • Activity Worksheet - this sheet is to assist clubs with planning an activity.
  • Activity Evaluation - this sheet is also to assist clubs with their activities. It needs to be turned in no later than two weeks after the completion of the event.

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Appendix

Form links:
Activity Evaluation - https://portal.witcc.edu/activities/activity-evaluation/
Activity Proposal - https://portal.witcc.edu/activities/activity-proposal/
Club Charter - https://portal.witcc.edu/activities/student-club-charter-new/
Club Charter Renewal - https://portal.witcc.edu/activities/student-club-charter-renewal/
Club Funding Request - https://portal.witcc.edu/activities/club-funding-request/

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Document History

Owner Tito Parker, Associate Dean of Students Ext: 3284
Contact Person: Tito Parker, Associate Dean of Students Ext: 3284
Public Private Date of Creation: 9/14/2023
Date Reviewed Reviewer Description of Change

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