Bourns College of Engineering Club Policy and Procedures ...

Bourns College of Engineering
Club Policy and Procedures
Amended September 2005
These policies and procedures are limited in scope and contain information that is
specific to clubs in the Bourns College of Engineering. It is the responsibility of all
professional organizations, as well as their advisors, to obtain a complete set of policies
and procedures from the UCR Student Life office. All professional organizations are
required to register with the Student Life office and provide them with a copy of the
organization’s bylaws and constitution. All policies pertaining to the University of
California must be strictly adhered to and are fully outlined in the Student Organization
Handbook published by the Student Life office.
A. CLUB REQUIREMENTS
1. All clubs and honor societies must have a faculty advisor within the College
to obtain assigned space, reserve rooms and request funding in the College.
2. The director of the Office of Special Programs shall serve as the advisor for
Leadership Council.
3. Any club without an authorized advisor will not be authorized to hold
meetings or events in the College of Engineering or to use the College or
university name in any way, and will not be permitted to deposit funds into
the College account.
4. Clubs are expected to create agendas and minutes for each meeting.
5. Clubs are expected to keep an accurate accounting of all financial records
which are subject to audit by the advisor and/or the university at any time.
6. Clubs are encouraged to assign an historian to keep a binder/CD with a history
of all club members, activities, treasury reports, minutes and agendas to be
passed on to the incoming officers each year.
7. Club officers, or their designated representatives, are expected to attend at
least 80% of the leadership Council meetings.
8. Club officers are expected to participate in the leadership training offered by
the Leadership Council prior to the beginning of fall quarter.
9. Clubs are expected to elect officers in, or prior to, April each year. Newly
elected club officers can run for leadership Council offices in May.
10. The Council president must have held a club officer position for at least one
year prior to running for this office. Council presidents may only run for one
term.
11. Council officers are eligible to attend all Council planning meetings over the
summer
12. Names, phone numbers and email addresses of all club advisors and newly
elected officers, should be forwarded to the Office of Special Programs to be
kept in a permanent file prior to the Fall quarter.
13. Students are discouraged from serving as an officer in more than two clubs at
the same time.

B. FUNDRAISING AND FUNDING ACCOUNTS
1. Clubs registered with Student Life can sponsor vendors on campus for
fundraising purposes. All vendors must be scheduled through the commons
and $25.00 must be paid to Student Life. Clubs/departments are limited to
two vendors per quarter.
2. Food sales, social events and other fundraising must follow the policy and
procedures outlined in the Student Organization Handbook. The sale of food
requires a permit from Environmental Health and Safety Office 827-6303 or
827-5528. In addition, a representative must attend a food safety orientation.
3. Prior to submitting proposals to companies for industry donations, clubs must
obtain the prior approval of their club advisor and the College's Director of
Development. Funds secured through such donations are deposited within the
College and a 5% gift tax is assessed.
4. Off campus bank accounts are prohibited by clubs affiliated with the College.
If it is discovered that a club opens a bank account off campus, the
organization will not be permitted to use campus facilities for meetings or
events, will not be sanctioned by an advisor, and will not be authorized to use
the College or university name in connection with the club in any way.
5. Any fundraising by professional organizations/clubs in the College shall be
deposited in an ASUCR account and will be subject to ASUCR policy and
procedures.
6. Grants or donations received for outreach must be deposited in the UCR
Foundation through the College. Checks are made payable to The UCR
Foundation.
7. The College organization or club shall not use the name of the University of
California or the Bourns College of Engineering as part of its own name,
except in accordance with University policies and campus regulations.
8. Allocation of the organization’s funds shall be voted on by club members
prior to expenditures being made.
9. Annual financial reports must be submitted to the advisor. The advisor and
the University reserve the right to inspect financial records when necessary.
10. Additional funds may be requested from the College in the fall in accordance
with the College funding guidelines.
C. MEETING ROOMS
1. Bourns A265 (80 capacity) and A171 (20 capacity) and Engr II 205/206 (80
capacity) and 202 or 203 (capacities 20) are available for all College club
meetings. Email frontdesk@engr.ucr.edu one month to one week ahead to
reserve rooms.
2. Club meetings or events should be scheduled for 6pm or later. You may be
able to reserve beginning at 5pm by exception. Any earlier times are subject
to being bumped by faculty priority. Make sure meeting times are posted on
the Council web site and in the room to avoid conflicts.
3. Engr II 102 houses all the club mail boxes and has a storage cabinet for all
club materials.
4. A printer and poster materials are available for club use in the storage room
(104). A key can be obtained from the Office of Special Programs or
Leadership Council president.

D. NATIONAL CONFERENCE ATTENDANCE
1. Monies to attend national conferences can be obtained through industry
donations or by writing proposals to foundations. Proposals to companies
require the prior approval of the club advisor and the College's Director of
Development.
2. Students receiving funds provided by the College to attend a national
conference should have a minimum 2.0 GPA and must be pursuing a major in
the College. The attendees are required to turn in a list of workshops attended
at the conference to the club advisor.
E. POSTING POLICY
1. Campus postings must be approved through the Student Life office. This
includes flyers and posters that will be posted around the College.
2. Space for banners on campus should be reserved as much as one quarter ahead
of time, but no less that two weeks ahead of time, through the Student Life
office.
3. Club flyers can be posted in the College on any of the designated club bulletin
boards or wires in the A wing breezeway first and second floors. Do not post
cement walls.
4. Clubs are responsible for removing flyers and posters within one week
following the event.
F. SOCIAL ACTIVITIES
1. Social activities, guest speakers or other events may be held in the Engr II
room 103 or the first floor lobby, the Bourns "B" wing patio, Bourns A265,
Engr II 205/206 (and the adjacent patio), or in the student affairs lounge area.
Students should contact the Center for Research in Intelligent Systems (827-
3954) for permission to use the "B" wing patio. All other rooms can be
reserved via frontdesk@engr.ucr.edu or student affairs. However, no
alcoholic beverages are allowed in the College. Any events held at the
university that include alcohol require alcohol permits. Alcohol policies and
permits may be obtained on line at www.commons.ucr.edu.
2. Dances may be held on campus either in the commons main lounge or the
commons cafeteria.
3. Rooms for activities on campus can be reserved on line at
www.commons.ucr.edu, click on non-academic scheduling. Students can
make reservations six weeks prior to the beginning of the fall quarter for the
entire academic year.
4. Clubs may reserve non-academic and academic rooms on campus at no charge
the last day of Spring break for the summer and fall quarters and the first
Monday after commencement for winter and spring. Contact the nonacademic
scheduling office in the Commons.
G. TRIPS
1. Availability of vans to be rented for field trips and other related organization
activities may be obtained by contacting Fleet Services at 827-5422. Students

and ASUCR cannot make reservations for clubs. Contact your club advisor to
help you make reservations.
H. TUTORING AND MENTORING PROGRAMS
1. There are a variety of ways clubs can offer informal mentoring and tutoring.
Some prefer to offer these services to members only; others focus on
freshmen. Clubs reaching out to freshmen should coordinate their activities
with the Freshman Transition Counselor. This way contact information can
be added to the Student Affairs and Office of Special Programs web sites.

Approved by:
___________________________________________
Pat Hartney, Assistant Dean of Finance and
Administration
Date:_________________
___________________________________________
Dennis Rice, Assistant Dean of Planning and
Industry Relations
Date:__________________
___________________________________________
Alisa Pettey-Torres, Director of Development
Date:__________________
____________________________________________
Linda O’Neill, Director of Special Programs
Date:___________________
Revised 9/26/05