2010-11 Student Club Handbook - SCAD Blogs - Savannah College ...

2010-11
Student Club Handbook
Inter-Club Council
Office of Student Involvement
SCAD Student Center
120 Montgomery Street
Savannah, GA 31401
912.525.4400 (office)
912.525.4405 (fax)
BLOG.SCAD.EDU/ICC
ICC@SCAD.EDU

2010‐11 SCAD Student Clubs
(As of 07.20.2010)
Major and Interest Groups
16 x 9
Ad Cooperative
Africa United Association
American Institute of Architecture
Students (AIAS)
American Institute of Graphic Artists
(AIGA)
Art History Society
Bike Club
Blacksmithing Club
Bookbinding Club
Cartoon Nation
Chinese Student Association
Community for Conceptual Development
and Production (CCDP)
Contemporary Animation Society
Digital Fabrication Lab (Fab Lab)
Drumline
Emphasis
Expression Dance Club
Fashion Buzz
Fashion Haus
Fashion Illustration Club
Fibers Force
FPS League
Gamers’ Guild
Grad Salon
G2D (Graduate Graphic Design)
Hillel
Industrial Designers of America‐ Student
Chapter (IDSA)
International Interior Design Association/
American Society of Interior Designers
(IIDA/ASID)
Kamiakze Sushi
Metals and Jewelry Student Association
Milaap
MOME Love (Motion Media Design
Group)
NOMAS (National Organization for Minority
Architecture Students)
Professional Audio Student Association
(PASO)
Queers and Allies (Q & A)
Reformed University Fellowship
SCAD College Republicans
SCAD Pokemon League: Peach League
SCAD SIGGRAPH Club
Sculpture Forum
Sequential Art Society
Sketch Club
Society of Collegiate Journalists
Stage and Film Combat Club
Stop Motion Animation Club
Student Arts Managers
Student Outdoor Adventure Club
Student Preservation Association
SWAP (SCAD Women of Art and
Perspective)
Tau Sigma Delta
The F in Funny Improve Club
The Union
Writer’s Circle
Young Activists Club
Student Media
The District
SCAD Radio
The District Quarterly
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Student Club Handbook
Table of Contents
Policies for Registered Student Clubs…………………………………………………………………………..6
Starting a New Club…………………………………………………………………………………………………….10
Advertising………………………………………………………………………………………………………………….11
Advisors……………………………………………………………………………………………………………………...12
Student Club Blog………………………………………………………………………………………………………..13
Club Finances and Budget…………………………………………………………………………………………...22
Community Service……………………………………………………………………………………………………..23
Fundraising………………………………………………………………………………………………………………....24
Grants……………………………………………………………………………………………………………………….…25
Dean’s Catering Fund…………………………………………………………………………………………………..27
Club Logos and Using the SCAD Logo…………………………………………………………………………..28
Monthly Reports………………………………………………………………………………………………………....29
Reserving Space…………………………………………………………………………………………………………..30
Exhibitions……………………………………………………………………………………………………………….….32
Off‐Campus Trips…………………………………………………………………………………………………….…..33
Appendix
Additional Resources
• Student Club Classifications…………………………………………………………………………………..37
• Sample Student Club Constitution ………………………………………………………………………..39
• Officer Transition Guide…………………………………………………………………………………………44
• ICC Checkpoints………………………………………………………………………………………….………….46
Student Club Forms
• New Club Interest Sheet
• Student Club Registration Form
• Student Club Monthly Report
• Budget Allocation Cover Sheet
• Student Club Purchase and Reimbursement Request
• Student Club Deposit Form
• Student Club Event Request Form
• Student Club Meeting Room Reservation Form
• ICC Grant Application
• Dean’s Catering Fund Request Form
• Student Club Off‐Campus Trip Form
• Liability Waiver
• Exhibition Request Form
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Policies for Registered Student Clubs
Updated July 2010
Each club and advisor is responsible for reviewing and understanding the information in the
Student Club Handbook. This resource addresses many questions that student clubs have and
should be consulted when planning events. If you have questions that are not addressed in
this handbook, please email icc@scad.edu. This resource can also be found online at
blog.scad.edu/icc.
1. Policies:
A. The purpose(s) and activities of the student club must be compatible with SCAD’s
mission statement.
B. Only student clubs recognized by the College are permitted to use the name and
facilities of SCAD with the approval of the ICC Advisor.
C. The goals and functions of the student club must follow college policies and local,
state and federal laws.
D. The student club will not be recognized by the College if its purpose contains any
statement requiring discrimination based on race, sex, religion, sexual orientation
or national origin.
E. All registered student clubs are approved to have an official SCAD Blog that may be
obtained by contacting icc@scad.edu. It is the responsibility of the club’s advisor
and executive board to ensure that there are no inappropriate postings or links on
the club’s blog.
F. If inappropriate postings or links are found on a club’s site, the site can be taken
down and the club may be placed on probation.
G. All registered student clubs are approved to have access to a club email account,
which must be requested through icc@scad.edu.
2. Student clubs must do the following to remain active:
A. Register with the office of student involvement each academic year.
B. Send one representative to each ICC meeting.
C. Meet on campus at least three times per quarter.
D. Reserve space for activities and programs with the ICC Advisor at least two weeks
in advance of the function.
E. Have an advisor who is a member of the faculty or staff of the College. An advisor
must be present at all events. If the assigned advisor cannot be present, the club
may have another SCAD faculty or staff member present.
F. Submit a monthly report to icc@scad.edu at the end of each month.
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G. Use their SCAD email account for all email correspondence related to the club’s
business.
H. Secure permission to post, distribute or advertise and visual and/or audio manner
on campus prior to distribution of any handbills, posters or other printed materials,
or engaging in any advertising on campus.
I. Meet deadlines set by the ICC.
J. Turn in all monies raised to the ICC Advisor within five days of receipt.
K. Send club members, including the president or special designee and treasurer to
the annual LEAD conference. Attendance is strongly encouraged for all club officers
and members.
L. Provide the ICC Advisor and the office of student involvement with any amendment
to their constitution and an updated version of their constitution as soon as an
amendment is made.
M. Provide the ICC Advisor and the office of student involvement with any changes
made to the executive board, including the advisor, as soon as the change is made.
3. Student clubs may not:
A. Form without approval from the office of student involvement.
B. Hold official functions off SCAD property.
C. Charge dues.
D. Have a website that is maintained outside of the SCAD server.
4. Failure to comply with the policies will result in an club’s loss of ability to:
A. Use campus facilities
B. Fundraise
C. Have access to club’s bank accounts
D. Apply for school‐funded grants
E. Apply for ICC Budget Allocations
F. Register for the following academic year
5. The charters of a student club may be revoked and/or individual members may be subjected
to disciplinary actions as stipulated in the student handbook if the group or club is
found responsible for violations of the Code of Student Conduct, including, but not limited
to the following:
A. Conducting hazing. The term “hazing” means any act that endangers the mental or
physical health or safety of a student, or which destroys or removes public or private
property, for the purpose of initiation, admission into, affiliation with, or as a
condition for continued membership in, a group or club.
B. Displaying disruptive behavior.
C. Holding official functions where alcohol is present.
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E. Interfering with the orderly academic processes of the College, its activities or the
rights and freedoms of other members of the college community.
F. Violating of published SCAD rules, regulations or policies.
G. Violating of federal, state or local laws.
H. The College prohibits the unlawful possession, use, manufacture, distribution or
dispensing of alcohol or controlled substances by students or employees in college
buildings, on grounds or property or as part of any college activity.
I. Participating in activities which disrupt or obstruct any teaching, research, administration,
disciplinary, public service or other activity authorized to be held or conducted
on SCAD premises or at SCAD sponsored events.
6. Leadership position requirements
A minimum cumulative grade point average of 2.0 and current enrollment is required for a
student to hold and maintain club offices such as: president, vice president, secretary, treasurer
or comparable positions under other titles. It is the responsibility of the club’s faculty or
staff advisor to ensure compliance with the provision.
7. Financial Guidelines
All groups have two financial accounts in the office of student involvement and are not permitted
to hold any other bank account. Each club gets an account for fundraised monies and
college‐allocated monies. The fundraising account is available to deposit any money raised
through fundraisers or donations. The college‐allocated account is for college‐related grants
and quarterly budget allocations the club receives. In addition, you are able to withdraw funds
for reimbursement of club related expenses from these accounts.
Only the president, treasurer and advisor for each club are allowed to deposit money and control
reimbursements. You are welcome to check the balance of your accounts at any time by
visiting the office of student involvement; however, each club is responsible for tracking their
own budget.
Spending and Reimbursements
A. Funds may be withdrawn from the account as long as a receipt or invoice accompanies
the request. Copies of the receipts, invoices and checks are kept on file if officers
or advisors have questions regarding previous withdrawals. Receipts must be
turned in no later than five business days after purchase.
B. Checks will be available for pick‐up every Tuesday by 5pm in the office of student
involvement.
C. Deposits from fundraisers or donations to the club must be turned in to the office
of student involvement no later than five days after the event or donation is made
to a club. Failure to do so can result in funds being withheld from the club.
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D. No student club is permitted to have a checking account outside the SCAD student
club account.
E. In order to remain in financial good standing, clubs must have a representative at
all ICC meetings.
F. No student club is permitted to charge mandatory dues for participation, as membership
is open to all students regardless of one’s financial ability. Students are allowed
to donate money to the student club of their choice.
G. If the club fails to register with the office of student involvement for two consecutive
academic years, that club will jeopardize their funding and will be considered
inactive. The money in the accounts will be deposited into the student club operational
account.
Fundraising
A. All fundraising activities must be approved by the student club advisor and the ICC
Advisor.
B. Clubs raising funds by providing food must provide pre‐cooked or pre‐packaged
food or have a professional caterer on site to prepare the food.
C. Clubs that solicit sponsorships from outside (non‐SCAD) organizations or businesses
must contact the SCAD Institutional Advancement office and ICC Advisor before
requesting sponsorship.
ICC Budget Allocation Process:
In addition to fundraising, clubs may apply for funds through the Budget Allocation
Process. This process occurs twice each year and the amount awarded to each club var
ies. When completing your proposal, please include the information that is below:
A. Completely fill out the budget allocations form and include all contact information.
B. Consult members of the club and the club advisor to identify all budgetary needs
for the period specified by the ICC.
C. Submit written proposals to the student involvement office no later than the deadline
set by ICC.
D. Follow written proposal guidelines set by ICC during the academic year.
E. ICC will contact the student club by email within five business days if the allocation
is approved.
F. Money awarded for the grant will be transferred to your club’s operational account
within two (2) business days of the notification email being sent.
G. Allocated funds must be spent by the end of the time period set by the ICC Advisor
unless specifically stated otherwise in writing and approved by the ICC Advisor.
H. If funds are not spent on the originally stated purpose or if written authorization is
not received before the end of the set period, allocated funds will be withdrawn,
suspended or the club will be penalized at the discretion of the ICC Advisor.
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Starting a Club
SCAD has over 60 clubs for students to choose from. These clubs range in focus from academic
to social interests. If a club that meets your specific needs or interests does not exist, it is easy
to start one of your own. Simply follow these five steps:
1. Have 10 other interested students and turn in a New Student Club Interest Form.
Potential clubs may hold an interest meeting and hang flyers, but these must be approved
through office of student involvement.
2. Read and agree to the SCAD student club policies.
3. Elect officers and find a SCAD Faculty/Staff advisor. Complete the Club Registration
Form for the current academic year.
4. Create a club constitution. You can use the Sample Club Constitution as a guide.
5. Discuss your questions with the ICC Advisor or ICC officers at icc@scad.edu or come
to the office of student involvement.
There are a number of benefits that come from being a recognized student club at SCAD.
These benefits are not afforded to non‐recognized clubs or individual students. Some of the
privileges of recognized student clubs include:
• Association with Savannah College of Art and Design, including the ability to incorporate
the name of the university into the name of the club and the ability to use
university logos and trademarks for organizational needs,
• Free website through the club blogs and a free SCAD e‐mail address for the club,
• Access to approval for hanging flyers in SCAD buildings,
• Ability to raise money for club activities,
• Access to free banking services from the office of student Involvement,
• Use of university facilities,
• Eligibility to participate in the budget allocation process for student clubs, and
• Resources and support from staff members in the office of student Involvement.
For additional information on club classifications, please refer to the Student Club Classifications.
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Advertising
There are many methods to advertise your events and club meetings; however, fliers tend to
be the easiest and most popular method. Student clubs have the right to hang fliers in SCAD
buildings, but are still subject to the Publicity Policy in the student handbook. You can review
the student handbook via MySCAD.
Fliers publicizing student club meetings and events may be posted on designated bulletin
boards in academic buildings and residence halls. In Savannah, all fliers must be stamped by
the office of student involvement, located in the Student Center (120 Montgomery St.), prior
to posting or they will be removed. This includes any handbills or table top advertisements as
well.
Publications created by student clubs should be professionally executed, as they reflect the
image of SCAD.
Other ways to advertise
Once your space reservations have been approved, your club can advertise on the SCAD master
calendar by having your club faculty/staff advisor email calendar@scad.edu.
If you have other ideas on creative advertising, be sure to talk with ICC and the office of student
involvement first.
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Advisors
Club advisors are SCAD faculty and staff that serve as the main resource for student clubs. Advisors
should be knowledgeable about the clubs activities and serve as a mentor to the students.
When student clubs have questions or need guidance, the club advisor should be their
first resource. If the advisor is unsure, then clubs should contact ICC.
When asking a SCAD faculty or staff member to serve as your club advisor, be sure that he/she
understands and is able to fulfill the responsibilities outlined below.
Student Club Advisor Responsibilities:
• Attend all scheduled club meetings and events.
• Accompany student clubs on any off‐campus trips.
• Manage and prevent risk in relation to club activities.
• Help club find another SCAD employee to attend if you are unavailable.
• Meet with club officers regularly.
• Serve as the first resource for any dispute within the student club.
• Help ensure that the club activities meet the mission/purpose of the club and support
the mission and goals of the College.
• Be knowledgeable about the policies and procedures related to student clubs via
ICC and the student handbook.
• Have a copy of the club constitution and ensure that the club follows the policies.
• Provide feedback to club officers and members.
• Serve as a mentor to the club as whole and individual club members.
• Be aware of club projects or events and offer ideas freely.
Any questions that student clubs or advisors have may be directed to icc@scad.edu.
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Student Club Blog
This guide will teach you how to use SCAD’s WordPress blog to manage your club’s website. If
you have questions, please contact icc@scad.edu.
The first step is to open up your web browser (can be on or off campus, on a Mac, PC,
or Linux, and use Firefox, Internet Explorer, Safari, etc.) and type in blog.scad.edu.
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You should now see this page. You will have to enter the club’s username and password. Substitute
“ICC” for your club’s name. This is the same name that is used to access your club email.
(In this example, “ICC” is the username and ICC’s website is blog.scad.edu/icc.)
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You should now be on the administration page. Below are video tutorials made by WordPresstraining.com
that teach you how to use WordPress’ web interface. One important concept to
understand is the difference between a page, a post, and a link.
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Key Terms:
• Pages are the tabs at the top of your screen. When clicked, they take you to another
screen (or page) in the website.
• Posts are more like announcements. They are shown on the home page and are used to
update users about new events, club meetings, site updates, etc.
• Links are shown on the right in the pastel colored box. When the text is clicked, it takes the
user to a completely different website.
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The next step is to edit the title of your blog. You will change this to your club’s name.
Now put the times your club meets in the tagline box.
For example: “Meetings: Every Wednesday at 8pm in Montgomery Hall Rm. 223”
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Adding Text and a Document
It is now time to create a page about your club. Click the “Write” tab in the administration
page for your blog. Next click the “Page” button. Give the page a title of “About”. Now fill in
the necessary information about your club as pictured above (Email, Mission, Goals, Officers).
To add a link to your constitution, click the “Add Media” button at the top of the text box.
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A new window will pop up. Click the link that says “Try Browser Uploader Instead”.
Browse on your computer to your constitution (probably a word document or a pdf).
Once the file is located, click the “Upload” button. A new window will pop up.
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Give the document the title of “Constitution”. Now all you have to do is click “Insert into Post”.
There will now be blue text that directly links to your constitution document.
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Selecting a Theme
The last tweak to your newly set up blog is the theme. This is what changes the look of your
site, including colors, font, and overall layout. All you need to do is simply browse for a theme
that suits your club and click on it. A preview will show up; if you like the theme, click on the
link to make it your theme. Otherwise close the box and find another theme.
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Club Finances and Budget
Every registered student club at SCAD has two accounts: Allocated and Fundraising.
The fundraising account holds money raised by the club. These funds stay in the account until
requested by the club. Before fundraising, be sure to talk with your club advisor and ICC.
The allocated account holds money distributed to the club through club grants of the ICC
budget allocation process.
The Inter‐Club Council conducts two budget allocations each academic year. The first takes
place in the fall, and the second takes place during the winter quarter. The allocations periods
are spaced evenly throughout the year and the dates are announced well in advance each
year.
Every registered student club is eligible to submit a budget allocation proposal if they have
completed each of the ICC Checkpoints.
Budget allocation proposals are written documents that outline the mission and goals of the
club, the specific budget request, and outline how the activities planned with the funds contribute
to the mission of the club. Any additional requirements will be outlined during ICC
meetings.
The Budget Allocation Committee is comprised of students who are members of registered
student clubs. This committee decides, based on written proposals, how much funding each
club receives. The ICC advisor informs the committee of the total amount of funding to distribute.
If allocated funds are not spent by the next allocation period, they may be taken from club accounts
to be reallocated. This is to ensure that funds given to the student clubs by the College
are spent and used efficiently.
**Please note: Each club is responsible for tracking their own budget!**
Any questions about the allocation process should be direct to icc@scad.edu.
22

Community Service
Community service is a great way for student clubs to reach out to the SCAD and Savannah
communities. Completing community service as a club can serve as a team builder and shows
that your club is interested in serving others.
While community service is not required of student clubs, it is highly encouraged. Clubs with a
record of community service can apply for the ICC service grant. Community service hours also
are a benefit when applying for budget allocations, since it shows collaboration with other
clubs, SCAD departments, and the Savannah Community.
The easiest way for clubs to learn more about service opportunities is to contact Service Opportunities
for Students (sos@scad.edu). SOS exists to provide these opportunities for SCAD
students. However, clubs can organize their projects as well or work with their academic department.
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Fundraising
Fundraising is a great way for student clubs to raise money to support their activities. Fully
recognized student clubs all have access to a fundraising account. Funds deposited in this account
remain until the club withdraws the funds.
If you have ideas to hold a fundraising event, please submit a formal written proposal to your
advisor and ICC via icc@scad.edu. There is no specific outline to follow, but your proposal
must explain in detail how you plan to raise money, include the location, and explain how you
intend to use the funds in the future. Please be as detailed as possible.
ICC requires a formal proposal to ensure that your club is operating within ICC policies and
procedures, but also so that we can help your club with the planning process. Student clubs
are also required to operate within the policies of the College and the City of Savannah. ICC
exists to help student clubs with this process.
There are several stipulations that clubs must follow in regards to fundraising. Failure to
comply could result in probation and possibly suspension of the club.
A. All fundraising activities must be approved by the student club advisor and through
the ICC Advisor.
B. Clubs raising funds by providing food must provide pre‐cooked or pre‐packaged
food or have a professional caterer on site to prepare food being sold.
C. Clubs that solicit sponsorships or funds from outside (non‐SCAD) organizations or
businesses must contact the SCAD office of institutional advancement and the ICC
Advisor before requesting sponsorship or donations.
D. Location of the fundraising event must be approved by the student club advisor
and ICC Advisor.
Examples of previous fundraising events:
• Selling donuts and coffee during finals week in academic buildings
• Working with SCAD dining services on a bake sale
• Selling bumper stickers or t‐shirts to benefit the club
ICC and the office of student involvement exist to help your club achieve its goals. Please contact
us at icc@scad.edu if you have any questions or need help with the process.
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Grants
Several grants exist as alternate ways for clubs to receive funding for their events and activities.
Grants are issued through ICC and deposited into a club’s allocated account. Unlike allocated
funds, grants are not removed before the next allocation period.
To be considered for a ICC grant, clubs must complete the ICC Grant Application. Turn in you
completed application form the office of student involvement.
Grants are distributed on a first come, first serve basis. Once the grant money for the allocation
period has been distributed, no more grants will be available until the next allocation period.
There are four types of ICC grants available to clubs.
The ICC Academic Program Grant is available to student clubs and groups currently registered
with the office of student involvement. This academic program should strengthen the student
club’s relationship with the participating academic department as well as its corresponding
clubs. Money awarded can be up to $500.
The ICC Collaboration Grant is available to student clubs and groups currently registered with
the office of student involvement. This grant provides funds to student clubs seeking to collaborate
and create programs and events for the college that foster a community among students,
staff, faculty and administration. The activity should promote programming between
different majors and minors. Money awarded can be up to $200.
The ICC Faculty Involvement Grant is available to student clubs and groups currently registered
with the office of student involvement. This grant provides funding for student clubs
seeking to create a program or event in collaboration with a faculty member or faculty member’s
department. Money awarded can be up to $100.
The ICC Service Grant is available to student clubs and groups currently registered with the
office of student involvement. Student clubs applying for this grant need to participate in at
least three service events. Each event must have a minimum of three members representing
the student club. Service hours must be completed by at least five members of the club, filed
with the Service Opportunities for Students office, and take place during the quarter for which
you are applying for the grant. Money awarded can be up to $150.
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Tips for grant applications:
• Talk with your club advisor about the reason you are applying for a grant. Have
them review your application before submitting the form.
• Be very detailed in your application. Describe what the money will go to and list a
budget. Be sure to state why the request relates to the specific type of grant.
• Read through your request and think about any questions that it does not address.
• Proofread and edit before turning in your application. Make sure that the request is
written neatly or typed and that it organized efficiently.
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Dean’s Catering Fund
Student clubs hoping to plan an event using catering may consider applying for the Dean’s Catering
Fund. This fund, provided by the Dean of Students office, allows clubs to receive a $250
credit towards SCAD Catering for their event.
The club’s president, treasurer or advisor should complete the Dean’s Catering Fund Request
Form and return it to the office of student involvement. Once approved, the club will be notified.
Please contact icc@scad.edu with additional questions.
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Club Logos and Using the SCAD Logo
Creating a logo for your club can be a good way to establish a brand or identity; however,
there are some issues to consider when creating one for your group.
• Is the logo clear? Can people identify it as symbolizing our club?
• Can it be used equally well on our club blog and on fliers or other advertisements?
• Does it represent your club’s mission and values?
• Does it represent the mission and values of SCAD?
If your club is considering using the SCAD logo, it is vital that you submit the proposed logo to
the ICC Advisor before using the logo. You can do that by emailing a .jpg file to icc@scad.edu.
28

Monthly Reports
Each club is required to complete a monthly report at the end of each month during the academic
year.
Monthly reports are vital in tracking club activities and reporting club accomplishments. They
are also effective in keeping track of your clubs activities and help in compiling information for
the budget allocation applications.
Monthly report are due by the first Friday of each month to the ICC advisor. Forms can be
downloaded from the ICC blog. Completed forms should be emailed to icc@scad.edu.
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Reserving Space
One of the privileges of being a recognized student club is the ability to reserve space for
meetings or events on campus. When submitting your space request, please follow these easy
steps.
Student clubs typically hold two types of events. The first are recurring (weekly or bi‐weekly)
meetings. The club officers and advisors run these meetings.
The other type of events are classified as one‐time large events. Large events include fundraisers,
lectures, week‐long events (i.e. Preservation Week), movies, dances, field trips or anything
else that is not a regular meeting.
Process for Reserving Space
1. Complete a “Student Club Meeting Room Reservation” or “Student Club Event Request”
form located on the ICC blog or in the office of student involvement.
2. Submit your completed form to the office of student involvement.
3. Once submitted, your request will be forwarded to Physical Resources for consideration.
4. You will receive e‐mail confirmation of your reservation from the ICC Advisor once
the space has been approved.
5. Once the space is confirmed, the club’s faculty/staff advisor can communicate with
Physical Resources pertaining to the logistics and set‐up of your event.
*We ask that clubs give our office at least two weeks to determine if your requested space is
available.
Reserving space is one of the most basic tasks clubs must complete; however, it can become a
complicated process. Clubs can avoid this by following these tips:
1. Submit requests early. Space on campus is limited and is reserved by all departments
at SCAD. Clubs have a better chance of getting the space they request if they
turn in their request the quarter before the meeting/event.
2. Be flexible. SCAD is constantly looking to improve its facilities, so space that was
reserve one quarter, may be unavailable the next quarter if the building is being
renovated or the purpose of the space changes. ICC will inform student clubs if we
become aware that a space is no longer available.
3. Have multiple locations and dates as options. The exact date and time you request
may not be available, but we can work together to brainstorm other options.
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The more options you provide, the easier the process will be.
4. Decide if you are reserving for recurring meetings or a one‐time large event.
There are different forms that must be submitted. Email icc@scad.edu if you have
any questions.
5. Talk with your club advisor about your space needs. They may be able to provide
valuable insight.
Here are some additional things to consider when planning large events.
• Timing: Always consider what else is happening on campus when planning your
event. This can affect the availability of space on campus and resources needed to
help your event. Also consider that the One‐Time Large Event Request form can
take up to two weeks to fully process. You must have a reserved space to properly
plan the event and advertise the event. Space requests for large events should be
turned in at least 2 months before the event.
• Location: According to the policies and procedures, clubs must hold events on campus.
The one exception is if the club is going on a field trip. All off‐campus trips
must be approved by the club advisor and the ICC Advisor. Club advisors must go
on the trip with the students and students must fill out liability forms.
• Risk: Any event has some inherent risk. ICC and the office of student involvement
exist to help clubs consider all the types of risk associated with an event and ways
to reduce and eliminate risk in club events.
• Publicity: How are people going to know about your event? Post flyers on campus
can be helpful, specifically if you are targeting student from specific majors. Any
flyers posted on campus by student clubs must be approved by the office of student
involvement.
• Transportation: How are students going to get to your event?
• Food: Serving food can be a great way to get people to attend your event and keep
them happy, but it can get expensive and be messy. Always think if spending your
funds on food is the best use of your club’s funds.
• Audio/Visual Needs: If your event includes some type of presentation, you will
need access to A/V equipment. You can request AV equipment on the space request
form, or ask for a room with a projector.
• Personnel: Who from your club is helping to accomplish the tasks needed before
the event? Who will be on site the day of the event? One of the most difficult aspects
of serving as a club officer is delegating responsibility, however delegation is
crucial in successfully organizing a large event.
Questions about space reservations should be directed to icc@scad.edu.
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Exhibitions
Student clubs interested in hosting a exhibition of art work in any SCAD facility will need to
work directly with the Exhibitions department here at SCAD. Club officers should work with
their advisor to facilitate this process. He or she should complete the Exhibition Request Form
and return it to the following location:
SCAD Exhibition Department
Attn: Curator
Evans Hall
212 W. Hall Street
Savannah, GA 31401
912‐525‐4727 (office)
912‐525‐4952 (fax)
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Off‐Campus Trips
Sanctioned “off‐campus trips” are planned excursions that are related to academic courses,
athletic team activities and/or field trips that take place away from the SCAD campus, thereby
requiring students to travel away from campus to attend the trip. In an effort to make every
off‐campus trip sponsored and funded by a student club and SCAD a safe and rewarding experience,
the following guidelines have been established and should be followed when planning
your trip.
1. All trips must be registered with the office of student involvement, in advance of
departure, by completing the “Off Campus Trip Form” and have your advisor sign at
the bottom.
2. The club’s faculty/staff advisor or other authorized college representative must accompany
the group as a “trip coordinator”. If the advisor cannot attend, then the
representative must be another “authorized representative” (faculty member or
administrator from SCAD). A student may not act as the trip coordinator. The student
organizer and the advisor or representative must sign and submit to the office
of student involvement the appropriate paperwork, including the forms listed below,
for all conferences/events attended before gaining approval for the trip.
3. All participants must complete and sign the individual Liability Release and Assumption
of Risk prior to attending the trip.
Instructions for Trip Coordinators:
The guidelines below and applicable forms should be distributed to students no less than ten
days prior to the date of departure to provide ample time for them to be reviewed and completed.
Not all travel forms are required for every type of off‐campus trip.
1. Off‐Campus Trip Application: Always required to obtain the necessary approval
from the Office of Student Involvement. This form must be completed by the appropriate
Trip Coordinator (Faculty/Staff Advisor). This form may be used for either
on‐going or one‐time trip authorization. It must be completed in its entirety and
submitted to the Office of Student Involvement at least ten days prior to departure.
The special instruction area should include an itinerary of the trip. If approved, the
trip coordinator will be notified and a copy will be filed with the Liability Release
and Assumption of Risk forms.
2. Liability Release and Assumption of Risk Form: Always required. Each student must
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complete this form and return it to the trip coordinator no less than three days
prior to departure. Any student who does not complete and return this form will
not be allowed to attend the trip. This form must be kept on file for two years following
the last day of travel.
3. Emergency Medical Information Form: In addition to the forms required above, this
form is required for off‐campus trips that are off‐campus overnight trips. Each student
must complete this form and return it to the trip coordinator no less than
three days prior to departure. Any student who does not complete and return this
form will not be allowed to attend the trip. This form must be kept on file for two
years following the last day of travel.
The trip coordinator should keep copies of these forms to take on the trip and submit the
originals to the office of student involvement three days prior to the date of departure.
Students‐to‐Staff Ratio
While each trip travels to unique settings, there are general guidelines for student to staff ratio
on any SCAD sponsored trip. The first guideline that trip coordinators should follow is that
the number of participants with staff to student ratio should fall within a reasonable range.
1. Off‐campus trips that are overnight should maintain one staff member to every ten
students (1:10).
2. Off‐campus trips that are not overnight (one‐day travel and return trips) one staff
member to fifteen students (1:15).
Student Transportation
SCAD does not provide liability coverage or student accident insurance for students transporting
themselves to and from an off‐campus trips. Students are highly encouraged to obtain
their own medical insurance. In the event a student travels in any personally‐owned vehicle or
via public transportation for a sanctioned off‐campus trip, the student will be responsible for
any injuries or damages incurred during this trip. The Liability Release and Assumption of Risk
Form must be completed each time a student elects to provide his/her own transportation.
When a student provides his/her own transportation or carpools to an off‐campus trip in personally‐owned
vehicles, the insurance of the car owner is the only insurance in effect. In the
event a student is involved in an accident in his/her personal vehicle while traveling to/from a
SCAD‐sponsored event, the student is responsible for loss or damage to the vehicle and any
bodily injury or property damage to others they may cause, and is expected to maintain appropriate
insurance covering damage, liability and medical costs. SCAD claims no responsibility
for damage cause by or to students providing their own transportation.
Modes of Transportation
If 15‐passenger vans are used, only those faculty/staff members registered with and approved
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y SCAD Physical Resources are permitted drive. There are NO exceptions to this policy. A 15‐
passenger van should never have more than ten riders. The riders should sit toward the front
and seat belts must be used. Under no circumstances shall students drive these vehicles.
Air travel is permitted, but not required, for trips greater than an eight‐hour drive. All air travel
must be arranged through SCAD Travel. As much advance notice as possible is requested. It is
the responsibility of the trip coordinator to make sure the appropriate arrangements have
been made and to verify arrangements prior to departure.
The cost of all travel (SCAD transportation, van rentals, charter buses, air, lodging etc.) will be
paid via the student club or club’s operational budget.
Liability Forms
Liability forms will be kept on file for two years. They will be stored in the following way event,
date and alphabetically by last name. They will be kept on file with the office of student involvement.
Outdoor Events and Rain Calls
Rain calls should be discussed no later than two hours before event start time so that all vendors
and participants can be notified.
If it begins to rain during an event all professional and student staff must remain until participants
and vendors (if any) have vacated the event premises. If transportation is used the number
should be kept on hand in order to call for return transportation. If the event is not held at
a SCAD site it is best for the transportation to remain on site until the return trip. If the off site
location is in town, transportation does not need to remain on site.
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Appendix
Additional Resources
• Student Club Classifications
• Sample Student Club Constitution
• Officer Transition Guide
• ICC Checkpoints
Student Club Forms
• New Club Interest Sheet
• Club Registration Form
• Student Club Monthly Request
• Budget Allocation Cover Sheet
• Student Club Purchase and Reimbursement Request
• Student Club Deposit Form
• Student Club Event Request Form
• Student Club Meeting Room Reservation Form
• ICC Grant Application
• Dean’s Catering Fund Request Form
• Student Club Off‐Campus Trip Form
• Liability Waiver
• Exhibition Request Form
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Student Club Classifications
ICC has three types of club classifications. Each classification has certain requirements and
privileges. The classification does not relate to the overall quality of the club, it reflects the
mission and purpose of the club.
The classifications play an important role in the budget allocation process. If you have questions
about your club’s classification, please email icc@scad.edu.
Registered Club
Requirements
• Current registration form on file with ICC
• Faculty/staff advisor
• Constitution updated and on file with ICC
• Meetings scheduled and space reserved
• Updated blog
Privileges
• Reserve space in SCAD buildings and hang flyers
• Receive start up funds
• NOT eligible to participate in budget allocation process
Affiliated Club
Requirements
• All requirements of Registered Club
• Create a transition plan and timeline to elect new officers
• Participate in Fall Fest and any additional club info fairs
• Attend officer and treasurer training (once per year)
Privileges
• All privileges of Registered Club
• Eligible to participate in budget allocation process and request up to $800
• Guaranteed funds each year (amount not yet set)
• Eligible to apply for ICC Grants
• 50 Free copies per month in office of student involvement
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Professional Club
Requirements
• All requirements of Affiliated Club
• Club Mission has a career‐based focus
• Completes Two of the Three:
• Plan college wide events / Attends national conferences / national organization affiliation
Privileges
• All privileges of Affiliated Club
• Eligible to participate in budget allocation process and request up to $5,000
• Guaranteed professional development funds each year (amount not yet set)
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Sample Student Club Constitution
Constitution of the
Savannah College of Art and Design
[Insert Club Name Here]
Article I – Name
The name [Club Name] has been designated for this student club of Savannah College of Art
and Design and may, for convenience, be referred to as [Abbreviated or Full Club Name] .
Article II – Purpose
Section 1.
[Club Name] exists for the purpose of
Section 2.
The objectives of [Club Name] shall be:
A.
B.
C.
Article III – Membership and Expectations
Section 1. General Membership
A. All students who are currently enrolled in good standing at the Savannah College of
Art and Design are eligible to be members.
B. All members are expected to follow all SCAD policies and procedures.
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C. No person shall be denied membership on the grounds of race, religion, creed,
gender, national origin, disability, age, and sexual orientation, be excluded from
participation, be denied the benefits of, or be subject to discrimination as defined
by the Civil Rights Act of 1964.
Section 2. Voting Members
A. Members eligible for voting must have been present at 75% of meetings for
that quarter.
B. All voting members must be a current student in good standing (full‐time
status, 2.5 GPA cumulative, not on disciplinary, residence hall or academic probation,
etc.)
C. No voting member may have more than one vote.
D. In the event that a voting member cannot attend a meeting an alternate may
not be sent in his/her place.
E. Advisers are not granted voting privileges.
Section 3. Executive Officers
A. The executive board consists of the President, Vice President, Treasurer, Secretary
and ICC Liaison.
B. All members of the executive board must have a minimum of 3.0 cumulative
GPA.
C. Members of the executive board are expected to attend, help organize and administer
regular meetings.
Term of office for all executive members will be one academic year.
Article IV – Officer Responsibilities
Section 1. President
A. Primary official spokesperson for the club.
B. Chair general, executive and special meetings.
C. Prepare an agenda for each meeting in conjunction with the executive board and
adviser.
D. Knowledge of the club’s constitution, bylaws, and procedures.
E. Knowledge of SCAD policy and resources with regards to student clubs.
F. Appoint, with the consent of the membership other officers and special committees,
as the President deems necessary.
G. Meet with adviser on a regular basis as deemed necessary.
H. Produce a monthly report in regards to ICC guidelines.
Section 2. Vice President
A. Chair meetings in the absence of the President.
B. Assume all the powers and duties of the President in the absence of the President.
C. Work with the office of student involvement office to maintain contact informa‐
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tion for the club.
Section 3. Treasurer
A. Prepares, with the Executive Board, an annual budget.
B. Will regulate incoming and outgoing funds.
C. Will keep a ledger of the club’s expenditures.
D. Works with the office of student involvement regarding budget allocations, fundraising
and the safekeeping of funds.
Section 4. Secretary
A. To record and distribute minutes of all general and special meetings in a timely
manner.
B. Complete all necessary paperwork needed by the office of student involvement
by the deadlines assigned.
Article V – Advisor
Section 1. Advisor
A. The advisor shall be a full‐time faculty or staff member.
B. Advisors of a major‐specific student club must have the approval of the Chair of
that School’s department.
Section 2. Advisor responsibilities
A. Serve as a mentor to the club; provide direction regarding the purpose and goals of
the club.
B. Coordinate the training of officers maintaining group continuity, and continue traditions
set forth by the club.
C. Attend all meetings and events, and meet with officers on a regular basis.
D. Serve as a liaison between the club and the office of student involvement.
Make sure that the club is in compliance with SCAD and Student Involvement policies
and procedures, the student handbook, and the student club handbook.
Article VI – Selection of Officers
Section 1. Election of the Executive Officers
A. Only voting members at the time of elections who have at least 3.0 GPA the previous
quarter, can be elected for an executive office.
B. Elections will be held annually during Spring Quarter.
C. Elected officers shall receive a majority of the votes cast. If more than two people
are nominated, a run‐off shall occur between the two people who receive the most
votes in the first round of voting, if in the first round one person does not receive a
majority of votes cast.
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Section 2. Terms of Office
A. The elected officers shall assume office immediately following election.
B. The officers shall hold office for one academic year.
Article VII – Meetings
Section 1. Regular meetings
A. The club shall meet at least three times per quarter.
B. The meeting schedule will be made available to all members before the last week
of the preceding quarter.
Section 2. Executive Board meetings
A. Executive board meetings will be held on a regular basis at least once a month.
B. The executive board and the adviser will decide the time and place for these meetings.
Section 3. Attendance
A. Attendance at each meeting is required for all representatives.
Section 4. Quorum
A. A quorum is defined as more voting members present than absent. Excused absences
are not included in the quorum count.
Section 5. Voting Rights
A. Only the voting membership has a vote.
B. Members and executives have equal vote.
C. Advisers have no voting status.
D. In case of a tie a revote will be cast; if a tie still happens the issue can be tabled until
the next meeting for further discussion.
Article VIII – Dismissals and Vacancies
Section 1. Recall of Officers
A. The membership may initiate recall of any officer by two‐thirds of the voting members
present of the club in closed session.
Section 2. Vacancies
A. If a vacancy occurs in office through resignation, recall, non‐enrollment in school or
other reasons such as discipline issues, lack of fulltime status, GPA less than 3.0,
etc. the next highest rank shall assume office. The highest ranking officer will then
set up elections for a new officer at the next regular meeting following the occurrence
of the vacancy.
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Article IX – Finances
Section 1. Dues
A. There shall be no dues for membership for any student club.
Section 2. Funding
A. The primary source of funding shall be from individual club fundraising.
B. Supplemental sources of funding include yearly budget allocations from the Inter‐
Club Council and grants made available through the office of student involvement.
Section 3. Fund Accounts
A. Each student club shall be appropriated individual accounts with the office of student
involvement. Each club shall manage its own finances through the office of
student involvement with the guidance and approval of the coordinator of student
programs.
B. The President, Treasurer and Advisor are the only members of the club allowed to
deposit and allocate reimbursements for each student club.
Article X – Amendment Process
A. Proposed amendments to the constitution must be sent to the voting members of
each club at least one week in advance of the next regular meeting.
B. At the next regular meeting, said proposed amendments to the constitution must
be approved by two‐thirds vote of the members.
Article XI – Adoption and Amending
The constitution of [Club Name] was adopted and/or amended on [Month, Day, Year].
President’s Signature:
Vice President’s Signature:
Treasurer’s Signature:
Secretary’s Signature:
Advisor’s Signature:
ICC Advisor’s Signature:
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Officer Transition Guide
A thorough leadership transition plan is the responsibility of both the outgoing and incoming
officers, and is one of the most important tasks of a student club leader. Effective officer transition
accomplishes many important functions, including:
• Transferring significant organizational knowledge.
• Preventing the club from having to start over each year.
• Giving outgoing leaders a sense of closure.
• Providing opportunities for thorough evaluation of the year’s programs and events.
• Orienting new leaders for the club and increasing their expertise and confidence.
• Building relationships between new student leaders and the club advisor.
The goal of officer transition is to transfer the knowledge and information necessary for new
leaders to thrive well and improve the club. Key topics to be covered with new officers include:
• The club’s constitution and regulations,
• Specific job descriptions and responsibilities,
• Evaluations of past events or projects,
• Resources and contacts for hosting future events or programs,
• Budget information, and
• Timelines for the year.
To be effective, transitions must be interactive and communicative processes between all parties
involved. It is also helpful to have this information in writing to pass down to the new
leadership. It is important to focus on the future of the club through evaluations of the past
year and goal‐setting for the upcoming year. Think about your objectives for the transition
process ‐ instilling comfort and pride with the new leadership position, passing on your expert
knowledge, setting the club up for future success, etc. Establish plans for transition that reflect
those specific objectives.
A final note about officer transition is that it actually occurs year‐round, as you identify emerging
leaders within the club and provide them with opportunities to assume increasing amounts
of responsibility for your programs and events. Empower your members to get more involved
from the beginning, and you will have less work to do when you transition them into officer
positions at the end.
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TOPICS/ITEMS TO BE INCLUDED IN THE TRANSITION PROCESS
• Club’s history and organizational calendar
• Constitution and by‐laws
• Organizational goals and objectives from previous years
• Officer job descriptions, detailed roles, responsibilities, and expectations
• Manuals, evaluations of previous projects and programs
• Previous minutes and reports
• Club advisor contact information. New officers should meet with advisor before the
end of the spring quarter.
• Information on departments or student groups that have helped to co‐sponsor
events
• Previous programming paperwork and sample flyers
• Financial records and summary of expenses
• Membership lists, club email and blog passwords
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Student Club Budget Allocation Process:
ICC Checkpoints
How organized is your club? To prepare for the Budget Allocation Process, clubs should have
each of the seven checkpoints completed and included in your proposal. If your club does not
have all seven checkpoints addressed, the committee will not consider your proposal.
1. Club mission and/or purpose statement.
2. Stated SMART goals for your proposed event or project (SMART ‐ Specific, Measurable,
Attainable, Realistic, Timely).
3. Budget for the year – How you are planning to spend your money for the year.
During winter quarter, you will need to explain how your club spent money during
the first half or the year and what you plan on spending during the second half of
the year.
4. Constitution on file in the office of student involvement.
5. Club blog updated with club email address, meeting dates/times/locations, mission,
goals, officers and constitution.
6. Meeting space reserved through icc@scad.edu.
7. Timeline created for electing officers and registering club for the next academic
year. Please use the Officer Transition Guide as a resource.
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