Club Advisor Manual - Wake Technical Community College

CLUB ADVISOR
PROCEDURE MANUAL

CLUB ADVISOR
PROCEDURE MANUAL
Message from the Office of Student Activities
Thank you for serving as an advisor for one of the Wake Tech clubs! The Office
of Student Development supports and encourages professional clubs and
organizations. In the following pages, you will find your procedures manual for
advising a club. Please take the time to review the manual carefully as it has
many guidelines that you will need to follow. Please become familiar with the
current policies on club funding, budgets and activities. These procedures must
be followed for you to successfully plan and implement your club’s activities.
The Office of Student Activities is here to assist you in your event planning, so
please do not hesitate to call the office if you have any questions or concerns as
you begin to plan your events. We hope you have a wonderful and rewarding
year!
Again, thank you for your willingness to serve.
Twana Fogg
Director of Student Activities
(919) 866-5407
tjfogg@waketech.edu
SSB-137 Main Campus
Luanne Burns
Coordinator of Student Activities
(919) 866-7111
lmburns@waketech.edu
SSB-137 Main Campus
Treva Aiken
Assistant Coordinator of Student Activities
Northern Wake
(919) 532-5654
tgaiken@waketech.edu
North – BD 206B

Clubs and Organizations
Campus clubs and student organizations are the keys to the success of the
Student Development program. Clubs and organizations are part of the Student
Services Division of Wake Tech Community College. It is vital that the Office of
Student Activities supports and encourages each campus club and organization.
The clubs and organizations of Wake Tech Community College provide an
opportunity for students with a common interest to form a membership group
and develop activities/events that create a sense of community. The policies
and procedures in the following pages have historically ensured a smooth and
successful relationship between campus clubs, organizations, Accounting and
the Business Office.
A. General Responsibilities of the Advisor
B. Yearly Active Status Update Form
C. Budgeting and Treasury
D. Club Funding
E. Fundraising
F. Depositing/Requesting Club Funds
G. Program Planning Worksheet for all Activities
H. Club Travel
I. Advertisement Procedures
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Clubs and Organization
Procedures
A. General Responsibilities of the Advisor
An advisor is an integral part of every organization. Without an advisor, a
student organization has no authority to meet or even exist. Advisors volunteer
to work with student groups because they are interested in helping to develop
student leaders. These responsibilities are summarized for your information.
1. The advisor’s primary responsibility is to advise and to serve as a
resource person to campus organizations.
2. The advisor shall be present whenever the organization:
a. Conducts any activity which is considered an official
organization function or when the activity is held under the
name of the organization and members are extended either a
written or an oral invitation.
b. Conducts any meeting on or off campus.
3. Be familiar with the policies and regulations governing student
organizations and student conduct contained in the Student
Handbook and the Club Advisors Procedures Manual.
4. Assist with the formulation and/or revision of the organization’s
constitution and bylaws.
5. Advise the organization in planning activities, events and
development of a budget.
6. Supervise activities and events of the organization. Club advisors
must be present during any club travel off campus, attend all off
campus events and meetings. Advisors should not use personal
vehicle for transporting students.
7. See that activities and events are cleared in advance through
the Director of Student Activities in accordance with established
procedures.
8. Oversee the finances of the organization and help ensure that the
organization adheres to sound fiscal policies. Advisors must handle
all deposits and funds for the club. Students are not allowed to
collect or handle funds on behalf of the club.
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9. Consult with the Director of Student Activities when questions and
problems regarding the organization arise.
B. Yearly Active Status Update Form
The number of active student clubs/organization may vary from year to year
due to student interest.
1. Yearly Active Status Update Form
Each spring semester, the Director of Student Activities will
request a meeting with all club advisors to activate club status for
the year. The club advisor must attend one of the sessions offered
to activate club. Clubs will then submit an Active Status Form to
the Office of Student Activities. This form notifies the Office of
Student Development that the club will be active for the academic
year. Upon receipt of the Active Status Form and required
paperwork, the SGA will allocate funds for each active club. Funds
will be used to support activities for the upcoming year.
2. Active Clubs should have a student government representative
appointed to attend the SGA General Assembly meetings. General
Assembly Meetings are held during the fourth week of each
Month during fall and spring semesters.
3. Recruitment Opportunity – Each fall semester, the SGA will host an
event to assist students in connecting with the SGA, student clubs/
organizations and the service areas within the College.
C. Budgeting and Treasury
All funds received must be taken to the Cashier’s Office daily for
deposit to the organization’s account. Each student organization
must have a budget for the academic year showing anticipated
activities and expenditures. The prepared budget must be
approved by the organization and signed by the president
of the organization, the advisor, and the Director of Student
Activities. A copy of the approved and signed budget is to be filed
with the organizational treasurer, the advisor, the Director of
Student Activities. An approved budget must be presented when
requesting funds prior to any expenditure.
Organizational Bookkeeping
The treasurer and advisor for each organization are responsible for maintaining
an accounting record of all income received and expenditures. All records
should be verified monthly against the financial report distributed from the
Accounting Office.
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Monthly Financial Report
The advisor/treasurer will furnish an itemized monthly statement of receipts
and expenditures for each organization to the Director of Student Activities. The
club advisor will receive monthly statements for club accounts from the Office
of Student Activities. Advisors should check statements monthly for accuracy.
The advisor/treasurer of each organization is to use this report in balancing the
organization’s account on a monthly basis.
Income Received
All funds received must be promptly turned over to the Accounting Office for
deposit in the organization’s account. Receipts for money turned in should be
kept with the advisor/treasurer’s records. Advisors must handle all deposits
and funds for the club. Students are not allowed to collect or handle funds on
behalf of the club.
D. Club Funding
1. Once the Office of Student Development receives an Active
Status Form from the club advisor, the Director of Student
Activities allocates funds from the SGA account. Currently,
each club receives $100.00. Each club must participate in
at least one community service project through the Office
of Volunteerism and Leadership to receive an additional
$100.00. All community service projects must be approved in
advance.
2. Upon completion, the funds will be deposited into the club
account.
Please Note: The community service project must be
completed by the end of the academic year.
3. Allocated funds must be used for direct student use.
4. Club advisors may apply for additional funding from the SGA
by requesting this through the Director of Student Activities.
Clubs must have completed some fundraising of their own
and completed one service project through the Office of
Volunteerism and Leadership. SGA will match up to $500 of
the club fundraising when requesting additional funds.
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E. Fundraising
1. All fundraising must be approved in advanced by using the
Program Planning worksheet and providing the supporting
documentation. Advisors should always check with the Wake
Tech Foundation Office before approaching businesses and
other potential donors.
2. Advisors must provide donors a Gift-in-Kind form provided
by the Foundation Office for tax purposes. Please contact the
Wake Tech Foundation Office for information.
3. Raffles may only be conducted by organizations that
are designated non-profit. Clubs cannot utilize another
organization’s non-profit status as a means of becoming
eligible to conduct raffles. In the event an organization is
deemed non-profit and opts to conduct a raffle, they are
limited to two per year. Any person who conducts a raffle will
be in violation Wake Tech’s Student Code of Conduct #15.
Therefore, based on the interpretation and guidance from
the NC Community College System Office, clubs and athletic
teams (which do not have non-profit status) are not permitted
to conduct raffles, effective for 2010-2011 academic year. All
activities must have prior approval from the Office of Student
Activities.
4. According to the NC Division of Environmental Health of
the NC Department of Environment and Natural Resources,
anytime food is sold on campus, a license or sanitation grade
must be obtained through the local health department. The
number of times food can be sold must meet state and county
compliance with regards to license or sanitation grade.
Therefore, it has been recommended clubs may not conduct bake sales.
F. Depositing/Requesting Club Funds (See pg. 10 for amendment for
requesting club funds in conjunction with event)
1. Depositing Club Funds
A. The Club advisor should complete a Deposit Slip for Clubs and
Organizations. The deposit slip must include the advisor’s
name, title, and club’s account number.
B. All checks should be made payable to the college.
C. The completed Deposit Slip and any monies should be taken
to the cashier’s window for deposit daily by club advisor.
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D. The cashier will complete the deposit and issue a receipt.

Before leaving, the deposit slip should be checked to verify
that the funds were deposited into the correct account.
Advisors must handle all deposits and funds for the club.
Students are not allowed to collect or handle funds on behalf
of the club.
2. Requesting Club Funds
A. Expenditure Authorization Request Form (WTCC 58)
1. Advisors should complete an Expenditure Authorization
Request – Form 58 in its entirety for the purchase of
goods and services. Advisors are responsible for checking
club account balances to ensure availability of requested
funds. The date and time for which the request needs to
be completed should be noted in the Remarks section.
Requests should be initiated as much in advance as
possible to allow the Accounting Office adequate time to
process the check by the requested date.
2. The Office of Student Activities will check for correct
preparation of the request and verify fund availability
before forwarding through the approval process.
3. Additional approvals must be secured from the Dean of
Students, Senior Vice-President of Student Services, and
the Chief Business Officer.
B. Special Funds Invoice (WTCC form 138)
1. Special Funds Invoice may only be used when the event
has been fully approved in advance.
2. Requests for expenditures not requiring purchase
orders (i.e. goods and services) such as organizational
scholarships, awards, and monetary door prize awards
must be processed on a Special Fund Invoice Form.
3. This form also used when a change box is required for
organizational collection activities. A request should be
processed on a Special Fund Invoice (WTCC form 138)
at least one week before change is needed. The funds
will be released only to the advisor or the Director of
Student Activities. The Special Fund Invoice (WTCC form
138) is used when advisors request reimbursements for
out-of-pocket purchases (out-of-pocket purchases cannot
exceed $150 per transaction.
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Approval of Special Fund Forms:
1. The advisor submits the form for approval to the Office of
Student Activities. Sufficient supporting documentation
to justify the expenditure must be attached to the form in
addition to original receipts for purchases. This must be
submitted within two weeks of purchase.
2. The Office of Student Activities will check for correct
preparation of the request and verify fund availability before
forwarding through the approval process.
3. Additional approvals must be secured from the Dean of
Students, Senior Vice-President of Student Services, and the
Chief Business Officer.
Additional Notes:
Under no circumstances will a club advisor be reimbursed for
out-of-pocket purchases over $150.00. Club fund reimbursements
are not allowed to student club members or club officers. This
form should not circumvent the use of other procurement
methods, including Form 58, E-pro, and P-card.
The approval process is lengthy; therefore, clubs should allow up
to four weeks for the Business Office to process a Purchase Order
(Form 58) or Special Funds Invoice (Form 138).
G. Program Planning Worksheet and Preapproval Form for all Club
Activities
Please know that all club advisors are expected to complete a
Program Planning Worksheet and Approval Form for events at
least 4 weeks prior such as the following:
1. An external resource is involved
2. The event has the potential to involve a controversial matter
3. Funds will be collected or expended
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Before the Director of Student Activities can submit the Program
Planning Worksheet and Approval Form for approval, we will
need to ensure that the details related to the areas listed below
are taken into consideration. Therefore, it is imperative that club
advisors address these issues in their program proposal. Please
attach as much information as possible so that we may obtain a
timely and favorable response.
1. Safety concerns
2. Security concerns
3. Campus Dean’s approval if event is at the Health Sciences
Campus, Western Wake Campus, Public Safety Education
Campus, or North Wake campuses.
4. Facility Concerns
5. Supervision by Wake Tech staff
6. Legal concerns/contracts
7. Alignment with College mission, values, schedule and existing
policies
8. Crowd entry/exit/control method
9. Sufficient Club/Organization budget to cover program/event
Detail planning is critical to the success of any activity. Therefore it is highly
recommended that club advisors adhere to the following steps to insure a
successful activity:
1. The advisor and student members plan an activity and outline
the details.
2. The advisor will contact vendors to get price quotes only for
goods and services needed. The authority to place orders or
sign/approve contracts for goods or services lies solely with
the Business Office.
3. The advisor will submit a completed Program Planning
Worksheet and all supporting documentation, such as, quotes,
invoices, vendor contracts, certificate of insurance, Wake
Tech Service Contract and research/information for requested
event to the Office of Student Activities.
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4. The Office of Student Activities will process the necessary
paperwork and upon approval, will confirm the details with
the advisor and the Business Office. Please note that club
advisors are not authorized to sign contracts, agreements,
lease agreements, etc. on behalf of the club. If the event is
promoted and advertised outside the college community,
the event must be approved by college officials. Please
submit plans to the Director of Student Activities for college
approval.
H. Club Travel
1. The advisor shall submit all requests for travel to the Office
of Student Activities using the Student Activities Intent to
Travel Form at least four (4) weeks in advance of the date of
travel. A complete list of student names, student ID numbers,
and information must accompany this request.
2. The Office of Student Activities will help confirm all travel
arrangements and will complete the Travel Authorization
Form.
3. If reimbursement is being paid, all expenses must be included
and approved on the Travel Authorization Form.
4. Advance payment of club expenses is allowed for club travel.
The Student Activities Intent to Travel Form should show
all expenses that will need to be reimbursed or processed
for advance payment. To request advanced payment for
meals, club advisor must complete a Student Activities Travel
Request and Reconciliation Form.
5. The Student Activities Intent to Travel Form should be
submitted for approval by the Office of Student Activities
at least four (4) weeks in advance of the date of travel with
supporting documentation.
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6. All clubs traveling with student groups that exceeds 10
students or when the estimated budget will exceed $2,000.00
will be handled through the Vice President of Student
Services, but initial contact will be submitted to the Student
Activities Office to review the request. All allowable travel
purchases will be on one school card and reconciled back
to the club’s account. Club Advisors shall not make travel
arrangements on personal credit cards if traveling within
the above mentioned category without explicit written
permission to do so. To make reservations, please contact
the Director of Student Activities.

7. A Student Activities Intent to Travel Form must be submitted
to the Office of Student Activities for all off-campus club
activities.
8. Upon approval, the Director of Student Activities will confirm
all travel arrangements with the advisor.
9. The college maintains and requires proof of general liability
insurance with maximum limits for all external parties.
10. After returning from the trip, each participant must complete
a Travel Reimbursement Form and all expenses (registration
fees, meals, transportation, etc.) and attach all receipts.
Completed forms should be submitted to the Office of
Student Activities within one (1) week of completion of travel
or by the first day of each month, whichever occurs first.
11. The Office of Student Activities will submit the Travel
Reimbursement Form and all applicable receipts along with
the original Travel Authorization Form to the Accounting
Office for processing.
12. The advisor or designated college faculty/staff member must
accompany the organization on all travel.
13. The Director of Student Activities will submit a Travel
Authorization Form through the Advisor’s Dean. Once
approved, the TA will be sent to the Dean of Students,
Senior Vice President of Student Services and Executive Vice
President for final approval. Advisor must have the approval
from their Dean before traveling with a club or organization.
14. It is required that each student complete an Emergency
Notification Form listing allergies, medications, and other
pertinent health-related information and a Student Travel
Waiver Form to the Student Activities Department. The
club Advisor must submit the trip Itinerary Form with the
Student Activities Intent to Travel form. A travel packet of
these documents will be prepared for the advisor to take on
the trip and a set retained at the College while the students
are traveling.
15. If using an institutional vehicle, a copy of the Travel
Authorization will be sent to the Business Office. Under no
circumstance will a student or non-employee of the college
drive the institutional vehicle.
16. Spouses/children/family members and all non-students
are not allowed to travel on college sponsored events or
activities.
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17. Advisors are not to share rooms with students under any
circumstances.
18. Consumption of alcoholic beverages is strictly prohibited by
both student club members and club advisors during any club
trip, event or meeting.
I. Advertisement Procedures
1. Flyers and Posters
A. No flyers/posters should be placed inside classrooms without
the approval of the club advisor. Classroom bulletin boards
are reserved for official communications and instructional
purposes.
B. Flyers/posters should only be placed on Student Activities
or common used campus bulletin boards. Club must obtain
approval from Departments to place flyers/posters on
departmental bulletin boards, ie ILC, Math Department,
Library. No poster should be placed on painted, wooden, or
vinyl surfaces or where otherwise prohibited.
Posters may be placed:
In the entrance ways on bulletin boards – keys can
be obtained from the Office of Student Activities as
needed.
All outdoor advertisement on school grounds must be
approved by Facilities Services (Contact the Office of
Student Activities for more information)
C. All posters must be removed by the person or group
sponsoring the activity immediately after the event.
D. Only those organizations recognized and approved by the
College shall have the privilege of using College facilities or
publicizing their activities.
E. All displays, posters, and other printed materials, including
petitions, used outside the College must be presented to the
Director of Student Activities to be approved by Wake Tech
Department of Creative Services before being distributed,
posted, or circulated. Copies of petitions and handouts will be
placed on file with the Director of Student Activities.
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F. Any logos/designs for clubs to be used outside the college
should be approved by Wake Tech Department of Creative
Services. Please submit the documents to the Office of
Student Activities for review.

G. Facebook/Twitter or other Social media must be approved by
the Wake Tech Webmaster and Communications Department.
H. All clubs are granted a club blog. To create and obtain access
to a club blog, the club must be active. Advisors are solely
responsible for their own club blog. Club blogs must be
updated frequently.
I. All inactive clubs will be removed from the club blog.
J. The Student Newsletter is used for student announcements.
Club advisors will submit information to the Director of
Student Activities to be posted in the Newsletter two weeks
prior to event.
K. Only club meetings can be posted to the SGA Blackboard. This
information must be submitted to the Director of Student
Activities two weeks prior to meeting dates.
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9101 Fayetteville Road | Raleigh, NC 27603
919-866-5000
www.waketech.edu