RESOURCE MANUAL 2022 - 2023

TALLAHASSEE COMMUNITY COLLEGE

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THE OFFICE OF STUDENT LIFE Student Life was re-envisioned in the Summer of 2019 with three goals for students who interact with our office:

ENGAGE

SERVE

“[Student Engagement is] the time and effort students devote to activities that are empirically linked to desired outcomes of college and what institutions do to induce students to participate in these activities.” (Kuh, 2001, 2003, 2009)

To serve our campus, local, state, and country through community service and/or leading in your communities. “The servant-leader is servant first... It begins with the natural feeling that one wants to serve, to serve first. Then conscious choice brings one to aspire to lead. That person is sharply different from one who is leader first, perhaps because of the need to assuage an unusual power drive or to acquire material possessions...The leader-first and the servant-first are two extreme types. Between them there are shadings and blends that are part of the infinite variety of human nature.” (Greenleaf, 1970)

BELONG “In terms of college, sense of belonging refers to students’ perceived social support on campus, a feeling or sensation of connectedness, and the experience of mattering or feeling cared about, accepted, respected, valued by, and important to the campus community or others on campus such as faculty, staff, and peers.” (Strayhorn, 2019)

As a part of the Department of Student Services, our office strives to provide opportunities for student involvement through participation in student organizations, events, and leadership opportunities. We encourage our students to engage in the activities and organizations available to them, serve our community with and in these organizations, and to find their niche here in the Student Life office as a place where they are valued, respected, accepted, and belong.

"BEING PART OF A CLUB HELPS BRING A SENSE OF UNITY AND FRIENDSHIP ON OUR CAMPUS. NO MATTER THE AGE, OR BACKGROUND, WE ALL COME TOGETHER AND ENJOY SIMILAR THINGS" KC ARMSTRONG, BAPTIST COLLEGE MINISTRIES PRESIDENT 2019-2021

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STUDENT LIFE Dr. Gerald Jones Associate Vice President to Student Affairs [email protected] 850-201-6140 SU 154 Dr. Jennifer Carr Director of Student Services [email protected] 850-201-8987 SU 185    Deidra Green Student Life Coordinator [email protected] 850-201-8090 SU 187   Shawn Couch Department Manager [email protected] 850-201-8094   Tommy McCall SGA President [email protected] 850-901-9966 SU 185  

A LETTER FROM THE DIRECTOR OF STUDENT SERVICES DR. JENNIFER CARR, DIRECTOR OF STUDENT SERVICES

It is with great pleasure that I welcome you to Tallahassee Community College’s Student Life. You are an essential part of the culture and experience for all students who attend Tallahassee Community College and are leaders not only on campus, but also in the Tallahassee community. Student Life not only encourages the development of leadership skills, but also lays a foundation for a professional career. We want to provide you the opportunity to lead and serve the student body and community. It is our goal to make the college experience excellent as well as meaningful. The organizations currently at Tallahassee Community College address the various and unique interests of our students and are continually expanding and growing along with the needs of our student body. Your organization provides numerous opportunities for learning outside of the classroom, camaraderie, and service back into the community. Whether realized or not, your organization has an impact that reaches beyond its members. This manual has been created to serve as a resource for all student organizations. It has vital information ranging from how to write your constitution to planning events. Student Life wants to establish an effective relationship with organizations and advisors. This can begin with an effective line of communication between each party. If you have any questions or need further assistance, please do not hesitate to come by the office of Student Life located in room 185 in the Student Union or contact Student Life at [email protected]. Thank you for taking on this role at Tallahassee Community College. We look forward to working with you and helping your organization reach its fullest potential!

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TABLE OF CONTENTS

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ORGANIZATIONS Recognition Requirements Returning Groups Creating a New Org Writing a Constitution Benefits and Privileges Organization Requirements Responsibility to Advisors Recruitment Relationship to College

Programming Checklist Scheduling Events on Campus Restricted Programming Dates Program Evaluations Timelines

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TRAVEL GUIDELINES

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POLICIES & PROCEDURES

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FORMS

Flyers, Chalking, and Tabling

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ROBERT'S RULES The Basics Procedure for Handling a Main Motion Meetings Robert's Rules Cheat Sheet

OFFICER TRANSITION GUIDE Outgoing Officer Guide Incoming Officer Guide

Meetings Membership Engagement Events Celebrate Elections Officer Transitions

FINANCIAL HANDBOOK

ADVERTISING SUCCESSFUL MEETINGS

VIRTUAL GUIDE

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EVENT PLANNING

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IIntroduction General Funding Rules Types of Budgetary Accounts Monetary Collections and Deposits Spending Your Funds Gerneral Purchases

General Information Forms to Submit Conference Registration Meals Transportation Lodging Reimbursment Travel Forms

Liability Code of Conduct

Requisition Form Agreement Paperwork

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ORGANIZATIONS

ORGANIZATION REQUIREMENTS

Involvement in college can enhance the experience of students while connecting them with the Tallahassee Community College campus. One method of involvement is joining a student organization. Organizations foster interpersonal relationships, explore educational opportunities, develop professional skills, and enhance academic experiences by serving the campus community and cultivating leadership at TCC. Recognition is a process that must be completed annually by all Organizations to receive and maintain privileges on campus. Organizations are groups that are recognized by Tallahassee Community College. Organizations are afforded privileges and resources at TCC and, in exchange, are required to adhere to and fulfill the following expectations as conditions of recognition.

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All groups submitting an application must meet the following criteria to become an organization. The officers must be currently enrolled TCC students, must not fall below a 2.0 GPA, and be free of any obligation of fees or payments to the College. Student identification information is required of all officers for verification of status. Each organization is required to have at least Two (2) officers or executive members, one (1) of which is responsible for presiding over the organization and one (1) of which is responsible for the organization's fiscal operations. At least one of which must attend SGA meetings biweekly. All organizations must have a minimum of seven (7) members who are currently enrolled TCC students verified by Student Life. Only currently enrolled TCC students as well as Faculty, Staff, and TCC volunteers (who have completed a background check with Human Resources) may participate. All required recognition forms and updated student membership roster must be submitted to the appropriate office by the deadline set by October 1st. All organizations must draft and submit a current local constitution then submit it with annual recognition application. Each constitution must include the required elements outlined in the “Writing a Constitution” section. Each organization must have an advisor who serves as a faculty or staff member of TCC. All officers and the advisor must read the liability information listed in this manual. The student organization officer responsible for the finances of the organization is required to attend a financial workshop sponsored by the A&S Budget Council and Student Life prior to the use of any organization funds. Officers must attend any mandatory meetings or trainings in order to receive benefits of being an Organization. To maintain recognition status, each student organization must adhere to all rules and regulations, and submit a re-recognition form by set deadline each year. Requirements and policy are subject to change at the will of Student Life, Department of Student Services, and the College.

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RETURNING GROUP RE-RECOGNITION Re-recognition is for current Organizations and occurs between April and September. Re-recognition must be completed by October 1st. Organizations must be re-recognized each year to update officer contact information and to retain benefits and services for the organization. Organizations must complete this online re-recognition application. The office of Student Life will review the rerecognition application. Officers will be notified if changes or additional information are required to finish their application. Re-recognition will be complete when the organization receives an email from Student Life stating that the recognition process was successful. An inactive organization that is looking to become active again will also go through the re-recognition process but additionally must meet with the Student Life Coordinator.

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Creating an Organization

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A minimum of two (2) executive officers that consist of a President, & Treasurer, as well as an Organization Name, Description, & Purpose. Officers must be current TCC students. No officers may have lower than or fall below a 2.0 GPA.

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Organization numbers: A minimum of seven (7) members who are TCC students for the organization (this number includes the two elected executive board members) their name and TCC email are required for registration. A faculty or staff member as an advisor.

Read the Resource Manual.

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Constitution: A completed constitution, which can be written using the sample constitution found further on in this manual. Submit your Constitution and Application on our Student Organization Registration link.

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If your Organization is approved, the appropriate executive members must complete the Financial, Title IX, and Anti-Hazing trainings.

Once the application has been submitted, the Student Government Association Recognition Review Committee will consider the application.

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WRITING A CONSTITUTION

Introduction A constitution is a set of rules for your organization. A well-written constitution can be a great asset to your group. Use the sample constitution in this section to generate ideas, and then spend time writing a constitution for your student organization. It may be any length, but must cover the basic components outlined below. An important note to nationally affiliated groups: National constitutions will not be accepted as part of the recognition process. All organizations must draft a local constitution for their group to include TCC-specific requirements and policies for the organization. A Student Life staff member may assist you with this process if you have questions when drafting a local constitution. Your constitution is only helpful if you use it! Get into the habit of referring to it for clarification and use it as your basis for decision making. Distribute a copy to the members of the organization each year so they are familiar with the rules of the organization. Update your group’s constitution annually and submit a revised copy to Student Life as part of your re-registration process.

By-laws may often accompany a constitution with “working rules” of the organization. If your group wants to put your common practices in writing, you will need to draft by-laws. Common topics included in by-laws are elections, committees, officer vacancies, rules of order, meeting parameters, etc. By-laws are NOT required for each organization; rather, they are an additional tool available for your organization.

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W R I T I N G

T H E

C O N S T I T U T I O N

Required Elements of a Constitution The items below will be required in all organization constitutions. Organizations have the discretion to determine their own rules and procedures. See the attached sample constitution for ideas. The text in the Sample Constitution is a suggestion only, but at a minimum, the following must be included: Organization Name Purpose Membership Requirements, including: Membership Statement: Recognized student organizations shall be limited to currently enrolled TCC students. No hazing or discrimination will be used as a condition of membership in this organization. This organization agrees to adhere to the College non-discrimination statement: No College student may be denied membership on the basis of race, creed, color, sex, religion, national origin, age, disability, veterans’ or marital status, sexual orientation, gender identity, gender expression, or any other protected group status. Groups exempt under Title IX, are not required to include gender in their NonDiscrimination Statement. Those organizations must also be entitled to single-sex membership under the provision of Section 86.14 of the regulations promulgated under Title IX of the U.S Education Act of 1972.

Revocation of Membership Appeal Process Officers, including: Eligibility Titles and Duties Selection of Officers, including: Eligibility to Vote and Hold Office Election Process Term of Office Officer Vacancies, including: Removal of Officers Resignation Filling Vacant Officer Positions Advisor Finances, including: Inability to pay dues statement: No College student may be denied membership due to inability to pay dues. If a member is not able to pay dues, other arrangements will be made. Publications Approval Amendments

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SAMPLE CONSTITUTION EAGLES CLUB CONSTITUTION 2020-2021 Items marked in bold font are required in all organization Constitutions Article I—Organization Name The name of this organization shall be the Eagles Club at Tallahassee Community College. The organization may also refer to itself as “Eagles Club.” Article II—Purpose (Insert your Mission Statement or Statement of Purpose here) All activities and functions of the Eagles Club shall be legal under College, local, state, and federal laws . Article III—Membership Section 1: Membership Statement Membership is limited to all students who are enrolled with Tallahassee Community College. No hazing or discrimination will be used as a condition of membership in this organization. This organization agrees to adhere to the College non-discrimination statement: Tallahassee Community College does not discriminate against any person on the basis of race, color, ethnicity, genetic information, national origin, religion, gender, marital status, disability, or age in programs or activities.

Section 2: Revocation of Membership Membership may be revoked without mutual agreement for non-participation, misconduct, or violations of any provisions of the Constitution. The member will be notified in writing of the possible revocation at least 72 hours prior to the vote and will be allowed to address the organization in order to relate to members any relevant defense prior to the voting for removal. Membership can only be revoked upon a 2/3 majority vote of eligible members. Revocation of membership will be valid for three (3) semesters. Section 3: Appeal Process Any student whose membership is revoked will have seven (7) calendar days to appeal the revocation. The appeal must be submitted in writing to the President and Secretary, and must include any relevant information that has not already been presented. The President will then submit the appeal to the Appeals Committee. This committee consists of three(3) executive board members and four (4) general members. This committee will then render a decision at the next general body meeting or in seven (7) calendar days, whichever occurs first.

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Article IV—Officers Section 1: Eligibility All officers shall be a currently enrolled student at Tallahassee Community College who possess at least a 2.0 grade point average and pays the Activity and Services Fee. Section 2: Titles and Duties The offices of this organization shall include a President, Vice President, Secretary, and Treasurer. No officer will be permitted to hold more than one officer position. All officers shall retain voting rights, however, the President shall only vote in the case of a tie. Any officer may be re-elected however not for more than two consecutive terms. Officers cannot reappoint themselves for a second term they must be re-elected as described in Article V. The President shall: Supervise the activities of the organization; Preside over all meetings and call all meetings to order; Be one of three signers on financial documents. Coordinate all conferences; Ensure all officers are performing their duties as defined in this Constitution; Assign special projects to officers; and Be familiar with Robert’s Rules of Order to conduct meetings. (Not for all Organizations) The Vice President shall: Assist the President in their duties; Assumes the President’s responsibilities in their absence; Keep accurate records of all meetings in the Secretary’s absence; Plan and be responsible for all retreats and training of the organization; Perform an audit of all financial transactions of the organization twice a year; and Assist in special projects as assigned by the President.

The Secretary shall: Notify members of meetings via e-mail and/or telephone at least 48 hours in advance; Keep accurate records of all meetings; Maintain accurate list of members and their contact information; Perform a verbal roll call of all members and maintain an attendance record. Prepare ballots for elections; Keep copy of constitution and have available for members; and Assist in special projects as assigned by the President. The Treasurer shall: Keep an accurate account of all funds received and expended; Be one of three signers on financial documents; Be responsible for creating budget reports at the beginning of each Fall and Spring semester and as requested by the President, Vice President, and/or TCC faculty/staff advisor; Provide financial records sufficient to allow the Vice-President to perform audit; and Assist in special projects as assigned by the President. Article V—Selection of Officers Section 1: Eligibility to Vote and Hold Office Ability to vote will be limited to all students who are active members in good standing. Only active voting members who meet the requirements stated in Article IV, Section 1 are eligible to hold offices. Section 2: Nomination Process The nomination of officers shall occur at the first meeting held in March. Any eligible member (as defined in Article III Section 1) present may nominate someone or themselves for office by verbally nominating the individual during this procedure.

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However, the nominee must be considered an eligible member (as defined in Article III Section 1). Absentee ballots and proxy ballots are not permitted in the nomination or election process. Section 3: Election Process The election of officers shall occur at the second meeting held in March. The nominated candidates will be given a chance to address the organization to discuss their qualifications and reasons why they should be selected. Once each candidate has had

Article VI—Officer Vacancies Section 1: Removal of Officers Any officer may be removed from office upon a 2/3 majority vote of eligible members. The officer will be notified in writing of the possible termination or removal at least 72 hours prior to the vote and will be allowed to address the organization in order to relate to members any relevant defense prior to the voting for removal. Additionally, Officers may be removed by Student Life due to ineligibility or unethical behaviors or actions, which reflect negatively on the College.

the opportunity to speak, all eligible members (as defined in Article III Section 1) present will have the opportunity to vote by secret ballot. The faculty/staff advisor and current highest-ranking officer not running for office will tabulate all votes. The highest-ranking officer not running for office shall announce the officer with a simple majority of votes cast by eligible members. After announcing the new officer the highest-ranking officer not running for office shall ask if any eligible members contest the count. If no eligible member contests the count the new officer shall take office immediately. If an eligible member contests the count the faculty/staff advisor and the highest-ranking officer not running for office will recount all votes. In the event of a tie, the President shall cast the deciding vote for office unless they are running for the said office. In that case, the next highest-ranking officer shall make the deciding vote. Section 4: Term of Office The length of office shall be no longer than one calendar year. Newly elected officers shall take office immediately after the announcement at the second scheduled meeting in March and their term will end at the second scheduled meeting the following March once new officers are announced.

Section 2: Resignation Officers no longer wishing to serve on the board must submit their resignation to the President at least two (2) weeks in advance. Prior to the officers final day they shall provide all documents relating to the organization and brief their replacement of current projects in their care. Section 3: Filling Vacant Officer Positions In the event an officer is removed or resigns, the nomination process as stated in Article V Section 2 will take place at the next scheduled meeting. The election process will take place as stated in Article V Section 3 at the next scheduled meeting following nomination. The newly elected officers term shall end at the annual election scheduled in March. Article VII—Advisor Section 1: Nomination and Role The advisor shall be selected by the officers of this organization and must be approved by a simple majority vote of eligible members. The advisor shall serve as a mentor to the organization providing guidance to the officers and members. The advisor has no voting rights. The advisor position has no term limit other than they must be a current TCC faculty or staff member.

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Section 2: Removal and Replacement of Advisor The advisor will be notified in writing of the possible removal at least 72 hours prior to the vote and will be allowed to address the organization in order to relate to members any relevant defense prior to the voting for removal. Upon a 2/3 majority vote of eligible members the advisor will be remove from their duties. In the event that an advisor is removed or resigns, a new advisor shall be elected within 14 calendar days.   Article VIII—Finances

Article IX—Publications Section 1: Approval The Student Life Coordinator or Director of Student Life must approve all publications, shirts, flyers, etc. prior to duplication and distribution. Article XI—Amendments Amendments to the constitution must be proposed in writing to the President. The amendment must then be presented to the organization during a scheduled meeting and should include a full

Section 1: Membership Dues No membership dues shall be charged to any student organization member in accordance with the policies set by the Florida College System.

explanation and/or rationale for the amendment. The amendment must be voted on at the next scheduled meeting. The amendment shall not take effect until approved by a 2/3 majority vote of

Section 2: Spending Organization’s Money For the protection of the organization and its officers it is required that two authorized signatures sign all monetary transactions. Only the President, Treasurer, and TCC Faculty/Staff Advisor can be signers on the organization’s account. Organizational funds may be spent on items such as office supplies, events/activities, publicity, travel expenses, conference fees, etc., but will not be used for anything illegal under College, local, state, and federal laws. Section 3: Officer Transition It shall be the responsibility of all account signers to exchange contact information as well as assist in the update of new account signatures after each election with the organization’s financial institution. In addition, the Treasurer will be responsible to pass along all information from previous year’s budget and current budget. Section 4: Dissolution of Organization In the event that the organization ceases to exist, any funds remaining in the organization’s account shall be allocated to the overall Student Organization account.

eligible members of the organization.

BENEFITS & PRIVELEGES Organizations have access to computers and workstations in the office of Student Life – usage of these tools should be for organization business and promotion only. Organizations are automatically included in a list of current organizations on the website. Campus posting privileges in compliance with policies. Organizations have eligibility to apply for a campus locker in the office of Student Life. Only a limited number of lockers are available.

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Space Reservations Only Organizations can reserve rooms for meeting and event space on campus through the office of Student Life. Organizations can also reserve Union tables. Request forms for tables and space are available on Connect TCC and on the Student Life Website. Funding Opportunities Organizations are eligible to apply and obtain Activity and Service (A&S) fees to help fund their organization. To request A&S funding, an organization must be recognized by the College, have a treasurer, become financially certified, and submit a funding request. Funding requests may be submitted when called for. As Organizations submit Event Requests, you may request funding for that specific event. Only the elected board members have access to these options. Organizations should discuss with the Director or Coordinator what limit is reasonable.

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STUDENT LIFE REQUIREMENTS FOR ORGANIZATIONS In an effort to improve the quality and retention of our Organizations, Student Life requires a few things from executive members.

REQUIREMENTS The president, or their designee, must attend a bi-weekly President’s Council meeting; Participate in Club Fairs & EagleFESTS; Have representation at SGA meetings; Complete a service project and event annually; The Secretary or Vice President must submit the group’s agendas, attendance, and action items to [email protected], connect, and their faculty/staff advisor each week; Attend a training at the beginning of each academic year; New officer names and emails must be submitted to during the reapplication and to [email protected] by the end of the first week of April each year; At least one officer must attend the Transition Seminar held in the Spring Semester leading up to their presiding term; and The appropriate executive members must complete the Financial, Title IX, and Anti-Hazing trainings.

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ORGANIZATION RESPONSIBILITIES TO THE ADVISOR The following are responsibilities of organization members to their advisor: Establishing and sharing a role description for the advisor that clearly defines their responsibilities and anticipated lines of communication anticipated; Planning all activities when the advisor is able to attend; Checking all dates with the advisor before scheduling meetings, social functions, and activities; Keeping the advisor informed about the programs, activities, and progress of the organization;

In addition to regular organization meeting times, the organization officers should meet regularly with the advisor to discuss the affairs of the organization; Asking the advisor for their opinion and advice when problems arise in the organization; The advisor and the organization president must authorize all organization expenditures; and The advisor should be recognized as an integral member of the organization. Remember, the advisor is assisting the organization on personal time beyond normal college duties. Proper courtesy should be extended to the advisor at all times.

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RECRUITMENT Does your organization have a hard time getting people to come to meetings or keeping them when they do come? The following ideas may help:

TO GET THEM THERE: 1. Spread the word. Let others know that your organization exists. You are always a recruiter. If your organization can help a person, let them know and extend an invitation. 2. Publicize your organization’s social activities. Invite guests, stimulate their interest and stand by them when they do come. No one likes going to a meeting and “standing” alone. Acknowledge visitors and appreciate their attendance. Introduce them. Solicit their input and respond to their questions. Do not force them to “put on a show.” 3. Provide transportation if it is a problem. During the drive, take the opportunity to get to know the person better.

TO KEEP THEM COMING: 1. Everyone should personally welcome a new visitor. The warmer the welcome, the more likely they will come back again. 2. The key word is ENCOURAGE. A personal invitation is a great way to get people to stop and think about attending your group’s function. 3. When a member is absent, let them know you missed them. Call them. Let them know that their input is important. 4. Take a personal interest in everybody. Work together, help each other, and get to know that person better. They might just blossom in your organization simply because you took interest in them. 5. Try to get everyone involved, it makes everyone feel needed. Leaders in the organization should delegate tasks so that all members have the opportunity to be successful. Officially recognize success when it occurs. 6. Regularly scheduled membership drives not only bring in new members, but also remind the “old” members about what makes their club so attractive. 7. Good organizations have good meetings. Prepare and agenda and stick to it. Have enough structure to be orderly, not so much as to become burdensome. Respect others’ opinions; do not shut people out. The best decisions come from full discussion. Even though the majority rules, minority concerns must be protected. 8. Regular meetings at a standard location give an added sense of stability and permanence to your organization. Solicit input on time and place so that members can attend.

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RESPONSIBILITY TO THE COLLEGE LIABILITY INFORMATION Organizations are responsible for their events and activities, as well as the actions or negligence of the organization membership. Take a moment to thoroughly read the liability information detailed below. Be sure to review the information with your organization at the beginning of each semester, and discuss how these issues might affect your group’s activities. The president and advisor must initial and sign the Recognition Application stating they have read and understand the liability information.

COMPLIANCE The purpose and activities of all organizations must be in compliance with the rules and regulations of Tallahassee Community College, the Tallahassee Community College Board of Trustees, the policies and procedures of Student Life, and local, state, and federal laws, including the TCC Hazing and Alcohol Policies located in the TCC Student Code of Conduct and Chapter

6C2 of the Florida Administrative Code. The policies and practices of the organization pertaining to membership may not discriminate on the basis of race, creed, color, religion, sex, age, sexual orientation, national origin, marital status, parental status, disability, gender identity, gender expression, or any other protected group status. In cases where the nondiscrimination policy conflicts with the organization’s religious beliefs, tenets, or doctrines, or an organization’s limitation of membership to a particular gender, as allowed by law, the organization may request in writing an exemption from the part of the policy that is in conflict. Requests for exemption will be submitted to the Dean of Students who will determine whether the exemption will be granted. Denial of a request for exemption may be appealed to the Vice President for Student Affairs, whose decision shall constitute final College action on the matter. The Office of the General Counsel at Tallahassee Community College may be consulted as necessary regarding legal issues associated with the request.

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RESPONSIBILITY & LIABILITY In consideration of the participants of the organization and its members in the stated activities of the organization and others that may occur during the academic school year, the organization’s officers and individual members have both an organizational and personal legal responsibility to adhere to all local, state, and federal laws, and Tallahassee Community College administrative policies and procedures. It is understood that neither Tallahassee Community College, the Tallahassee Community College Board of Trustees, nor the State of Florida can defend the activities of the organization under its present insurance coverage or defray the costs, including attorneys’ fees, of defending any lawsuit or claim against the organization, its officers or members. The organization agrees to indemnify and hold harmless the State of Florida, Tallahassee Community College, The Tallahassee Community College Board of Trustees, and their officers and employees for and against any claims caused by the activities of the organization, its officers, and members. The organization may be held fully liable for its activities and any claims that may result will be against the organization, its officers and members.

ACKNOWLEDGEMENT The president and advisor of this organization shall declare in writing by signature on the application for student organization registration that they both fully understand and acknowledge their reliance wholly upon their own judgment, belief, and conscious appreciation of the particular activities and dangers involved in the organization's events, programs, and functions. Further, they acknowledge and understand that the State of Florida, The Tallahassee Community College Board of Trustees, and The Tallahassee Community College disclaim liability for any and all damage, injury, or loss of life that may occur with respect to the activities, functions, and

programs of the organization. They also acknowledge their responsibility to notify all members of the organization of these terms and conditions, and the provisions stated in Section 6C2-3.0015, Florida Administrative Code, found in the TCC Student Handbook by signing the application for recognition. The term of registration is valid for one academic school year from October 1st to September 30th, and it is the responsibility of the signing officers to notify any future officers of the terms and conditions of this disclaimer of liability. They understand that signing this form does not relieve TCC from liability for its negligence, as stated in Section 768.28, Florida Statutes.

USING THE NAME OF THE COLLEGE Organizations that wish to use the College’s name as part of their organization’s name may do so as long as sponsorship or endorsement by the College is not implied or stated. If used, organizations are restricted to the following: The College’s name may only appear at the end of the organizations name and should be followed by the statement “a Recognized Student Organization” (i.e. Student organization at Tallahassee Community College, a Recognized Student Organization). The title should follow one of these forms: (1) Tallahassee Community College; (2) TCC.

REPRESENTING THE COLLEGE According to the Florida Administrative Code, the only person(s) who can represent the College in an “official” capacity are College faculty, staff, administrators, and the Student Body President. No student, aside from the student body president, is ever considered an official representative of the College. This is especially important to understand when working with outside vendors, agents, etc.

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EVENT PLANNING Over the course of time, your student organization will most likely plan a program of some kind. Programs can range from social to educational, for a cause or simply for fun. When planning a program, there are many factors to consider: The who, what, when, where, why, and how factors: Who is involved with the Program? Who will be involved with planning and implementing the program (SGA, Clubs, students, etc.)? Are committees appropriate and who will be on them? Who needs to approve the program? What--Description of the Program What will the program accomplish? Is it necessary? What is your target population (immediate community, local community, city, etc.)? How many people do you estimate attending? What are the costs involved with the Program? Consider food, supplies, advertising, tickets, prizes, transportation off campus, etc. Should the program be co- sponsored with another group – SGA, other clubs, VET Center, Counseling Center, etc.?

When will the Program Happen? Does the date conflict with major exams, holidays, or other important events around campus? Where will the Program be held? Locations include spaces in and around our building, our quad area and campus, offcampus sites. How will people know about the Program? What needs to be done to advertise the program— posters, e-mail, personal contact? When does the advertising need to go out? Who will be in charge of coordinating ads? Why? What is the purpose of our program? What are our goals? Why are we doing this? How does this program support the vision and scope of our group? Have you considered the following? Gender bias and gender-neutral language; religious back-grounds, rituals and traditions; diverse racial and/or ethnic populations; needs of students with disabilities; economic limitations faced by some students; heterosexual bias and diverse sexual orientations.

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PROGRAM PLANNING 20 QUESTIONS TO DEVELOP YOUR PROJECT What is the title of the project, program, or event? What do you want to do? (Specifically describe the project) What will you have accomplished if the project is successful? (Project outcome) To what organizational purpose is the project related? (Why are you doing it) What is the project timetable? When is it to be completed? Who are the key people necessary for completing the project? What are the specific responsibilities of each person? What materials and equipment are necessary? Are other special resources required? (Security, clean-up, etc.) What will the project cost?

How is money to be generated for the project? Are you anticipating any income from the project? What key decisions must be made? By whom? When? What research is necessary to develop the project? What blocks or problems can be anticipated? Are there any special College rules or regulations involved? Are there any special liability issues or contracts involved? How will the project be advertised and promoted? What contingencies (rain, cancellation, too few/many people) should be anticipated and how should they be handled? What permits or special permissions are required? How will the project be evaluated? By whom? Who will write the report?

"IN PREPARING FOR BATTLE I HAVE ALWAYS FOUND THAT PLANS ARE USELESS, BUT PLANNING IS INDISPENSABLE." DWIGHT D. EISENHOWER

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PROGRAMING CHECKLIST Identify interests and the people for whom you want to program. Use questionnaires, brainstorming sessions, acquaintance interviews, informally discussing ideas, etc... Develop a purpose. Why do you want to carry out a program, what will it accomplish? Decide on a means to accomplish objectives: presentation, speaker, dinner, film, etc... Develop a program and title. Choose a program that has appeal and generate interest. Delegate Responsibility. Divide tasks and utilize the various skills of group members. Identify resources and materials necessary to carry out the program. Contact resource people. Arrange time, date, and place for the program. Select a location that does not distract from the program. Plan a budget and obtain appropriate means of funding. Check sources to see what functions are planned for the same time and date you want. Complete forms for reservations, and arrange for special equipment. Discuss with resource person(s) the expectations and the objectives of the program. What do you want to have happen? Under what circumstances? Include purpose, background of the group, location and setting, the number expected, time limits, and the resource person will be met when they arrive. Arrange Publicity. Plan publicity to be directed to individuals for whom the program is intended for. Plan posters in advance and put up when/where they can be seen. Review plans for last minute preparations and items that might have been overlooked. At the time of the program. Be early to finalize the program. See that the room arrangements are correct, like the blackboard, chairs, refreshments, etc. Present brief introductions when needed. Be prepared to facilitate and direct discussion when needed to keep it from dragging on. After the program return all resources and equipment, and thank individuals who participated. Complete paperwork needed. Evaluate the program

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MORE

PROGRAMMING RESTRICTED DATES

SCHEDULING EVENTS ON CAMPUS

Days that there are already major programs or events should be considered as last

1. After getting approval from

resort for programming.

the Senate. Send a detailed

Programming

request to Grant Batchelder

is

also

banned

on

the

days/nights the week before and the week

(Student Life Coordinator) via

of finals.

email at [email protected]. Include the date(s) of your event,

title,

time,

room(s)

being requested, equipment needs, and the name of the sponsoring organization. 2. All

request

must

be

submitted at least two (2) weeks prior to the date of the event. Rooms are scheduled on a first come first serve basis. 3. If you are requesting funds, a

PROGRAM EVALUATION

Requisition Form must be

Evaluation is a process of looking

When evaluating a program, you

submitted at least two (2)

back at a specific event or period of

may wish to consider the following

weeks prior to the date of the

time to determine what went really

questions:

event. You must start the process earlier in order to get it approved by the Senate before turning it in.

well and also items that did not go as

planned.

Evaluation

is

very

important if the group is to flourish and be effective. It is during the evaluation that members can freely

Note that at some point in the academic year, the college is switching to a new scheduling program which may allow more flexibility for students to reserve rooms

and openly express their opinions regarding the group and the group’s goals and actions.

1. Were the group’s goals accomplished? If not, were they realistic, achievable goals? 2. What has the group produced? Is it in line with the goals, the campus needs, individual needs? 3. Did you stay within your allocated budget? 4. What did people gain by participating in the program? 5. What could be done to improve the event?

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TIMELINE

NOTE: This timeline is to be used to spark ideas and reminders for you to create your own timeline specifically tailored to your needs. Please keep in mind that every college/university maintains deadlines that may likely be different than the ones appearing here. Also note that many of the items can be done in advance of their deadline, or, if in a rush—after they should have been completed.

ONE SEMESTER IN ADVANCE Survey students Beyond board/committee and friends Do you have a target audience builtin? Phone/paper surveys Use event evaluations to solicit more ideas Review past program evaluations and reports Establish budgets Determine audience: campus-only, open to general public, all-ages, family, etc. Choose events Does it meet your mission? Does it move your organization forward? Does it serve/help your target audience? Choose event coordinator Check other calendars for conflicts Your own organization Other student organizations Athletics Student Life office Buildings and grounds Academic calendar (Avoid finals, Spring Break, etc.) Holidays (school, religious (more than just Christian)) Reserve locations/venues (include as many details as possible – and remember that the earlier submitted = the more likely you’ll get your first choice!) Reserve rain location for outdoor events

Green room (offstage preparation area) Dressing room(s) Contact agent/performers – get all necessary information, but be careful not to verbally commit to anything Consider liabilities/risk associated with event Identify possible co-sponsors Decide upon need for tickets, costs Consider people power needed for event – be realistic with your resources Create event checklist/calendar with specific dates and people responsible for each item on list

2-3 MONTHS IN ADVANCE NOTE: These are Legally complicated, use Student Services to complete things, you should never sign contracts or agreements. Contract performers Reserve housing for performers Obtain meal tickets/plan for performer meals Order supplies Decorations Tickets Wristbands Flowers Awards T-shirts Identify target marketing groups Identify/contract ticket outlets Get information to Marketing & Communications

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ONE MONTH IN ADVANCE Start promotion for event – announcements to media, teaser campaign Confirm housing and meals – retain confirmation numbers with Student Services Arrange for performer payment with campus Student Services Business Office Review Technical Rider Arrange all Technical Considerations Sound – microphones, tape decks/CD players, amps, speakers, cords, stands Lights – bulbs, dimmers, wiring, gels Staging – platforms, seating for audience, caution tape Special needs – projectors, screens, recording equipment, musical instruments (piano will need to be tuned), music stands, lecterns, furniture (couch, side table, etc.), mats, access to water Meet with supervisor/tech director for space to ensure equipment is working and will meet performer needs Rent additional equipment Order food for event Backstage refreshments Meals for performer(s) Meals/snacks for crews Concessions How many people do you expect to attend? What can you afford? Complete appropriate forms Don’t forget vegetarians Confirm security If open to public, contact other local schools, organizations, etc. Start determining staffing needs – be specific with duties and responsibilities Use committees – delegate responsibility and authority PR Crew Photographer Ticket-takers House Manager, ushers, box office Concessions

Security Load-In Crew/Grips Load-Out Crew/Grips Runners/Gofers Electrician Sound Board Spotlight Operators Film Projectionists Master/Mistress of Ceremonies Welcome Committee, Guest Liaison(s)/Host(s) Driver(s) Delegate creation of signage needed “No photos/recording devices” Directional signs Sponsorship banners including board/committee banner Design Marketing Campaign/Publicity – vitally important! Complete Program Checklist Form

THREE WEEKS BEFORE Distribute promotional materials/advertising Pick up supplies (obtain cash advance if necessary/able) Start ticket sales Finalize volunteer staff (you cannot do it all!) Create access badges/passes and list of recipients

2-1 WEEKS BEFORE Second round of promo Word of mouth promotion campaign Pick up performer’s check – lock in safe place Confirm all details with agent Send performer information pack Make sure all board/committee members and volunteers will be attending the program Gather performer welcome pack materials

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DAY OF EVENT Get there early - make sure supplies are ready to go Place signs and decorations Hand out flyers/handbills Everyone wear committee/board/event t-shirt if possible Make sure someone is at venue to greet guest if they are driving in on their own Make sure all appropriate persons are there for sound check (security, performer, tech crew), provide water/soda/juices if possible Make sure all volunteers are in place Don’t forget check(s) Keep talking up the event Make sure performer is introduced at beginning and thanked at end of program Provide water for stage Keep event on schedule Make sure volunteers have breaks if they are working entire event (delegate this responsibility) Clean-up following performance Inventory equipment and assess damage for repairs and reordering (such as light bulbs)

POST-EVENT Return all rented or borrowed equipment Remove all advertising displays and posters Settle with all ticket outlets Turn in receipts Deposit cash Restock/order supplies if necessary Thank advisor, members, volunteers, etc. for job well done Send thank-you’s to agent, performer along with photos and letter of recommendation if appropriate Clip and send reviews to agent or performer Jot down notes for file and future programs Attendance, budget with receipts Whether program met goals Strengths, weaknesses Personal and audience response to performer Copies of thank-you’s, reviews, evaluations Recommendations for new procedures, additions to event checklist, etc. Complete program evaluation/summary form – ideally with input of committee and volunteers

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Advertising Procedure Advertising provides a way for your organization to recruit new members and inform the college of upcoming events. This can take place via social media, flyers, or word of mouth. Creativity is highly encouraged.

FLYERS Before posting any flyers across campus, it must be approved by the Student Life Coordinator or designee. You are permitted to post within the Student Union and any openly available bulletin boards across campus.

CHALKING While using sidewalk chalk in designated areas for advertisement is encouraged, chalking must be approved by the office of Student Life. Please consult with the office of Student Life to determine appropriate chalking areas. Spray chalk is not permitted.

TABLING PROCEDURE

Tabling is a great way to meet the student body to advertise your organization or an upcoming event! The tabling form for Organizations is on Connect TCC. In order to table, you must do the following:

Sign up seven (7) days in advance of the desired tabling date via this website. There is no limit to the number of days organizations can table within the Student Union, but a max of 12 days to table in other on-campus locations. A representative must remain at the table until your tabling is concluded, or it will be assumed you have left. When you leave, report to the office of Student Life. Placing materials on vehicles is strictly prohibited. If tabling outdoors near classroom areas, you must be respectful in terms of the amount of sound.

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Everyone wants to find a place to belong and spend time together with people who share a common goal or interest. Clubs and organizations at TCC allow students to find their place to belong, building friendships that often last a lifetime, and leadership skills that they can take with them long after graduation! DR. SHERI ROWLAND, VICE PRESIDENT FOR STUDENT AFFAIRS

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SUCCESSFUL MEETINGS Four Steps of Successful Meetings

DATE

PLACE

ADVERTISE

AGENDA

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Four Steps Expanded If there is not point to attending a meeting, if something isn't accomplished, and if they do not feel welcome to come and participate, what is the point of holding a meeting? Scheduling the date and time: This is best done in consultation with the officers and advisor of the group. There will never be a perfect time. Do your best to pick a day and time that a core group of members can attend and start with that group. It is best if you can get the group to agree on a standard weekly, bi-weekly, or monthly day and time, then others may be able to arrange their schedules accordingly.

Reserve a meeting place: Meeting space may be reserved by emailing, calling, or visiting the Student Life Coordinator or the Director of Student Life.

Advertising the meeting: Flyers approved by the Office of Student Life may be posted around campus according to established posting guidelines listed in the manual. The Student Life Coordinator can assist you with this procedure. Email the flyer/message to members to tell them about the meeting. Additionally, you could use current social media methods, like GroupMe to contact members. Word of mouth is the best advertisement, spread the word through people you see on campus.

Plan the agenda: No one likes to waste time at meetings with no purpose. The president should make sure there is a reason to have a meeting. Each meeting should include information, discussion, and social aspects. Advisor and officers should meet to plan the meeting.

Organizing a Meeting

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The meeting is a necessity in accomplishing the goals of the organization, and it does not have to be a miserable, dreaded experience. If the leadership of the organization does some advance planning, has a clear purpose for each meeting, and learns to conduct the meeting efficiently, the goals can be accomplished with a minimum degree of pain. First, the leadership and membership must have a clearly defined purpose for gathering. A meeting may be held to discuss particular issues and concerns, to make decisions, to share important information, to coordinate an activity, or for training purposes. A group may wish to hold a meeting for social interaction primarily; if this is the case, the membership should be aware of the social purpose of the gathering, or a purely social event should be planned. There are several advantages to holding regular meetings whether they be weekly or bi-weekly. Having meetings on a regular basis will: 1. Enhance communication among group members and alleviate confusion and misinformation. 2. Allow the group to address the issues on a timely basis, thus avoiding neglect or procrastination when action must be taken on issues relevant to the organization. 3. Promote consistency and ensure followthrough with goals, decisions, and actions. 4. Consolidate individual efforts that can be directed toward the realization of the goals and objectives of the organization. 5. Unify the group and enhance the commitment to the organization. 6. Enable the membership to plan their schedules to accommodate the meeting and meeting time.

Planning Prior to the general meeting, the officer and the advisor should meet to identify what is to be accomplished and organize those objectives according to priority. This ensures that the most important issues will be addressed first in the event that there is not sufficient time to discuss everything. If none ofexecutive committee can come up with any specific goals or objectives, do not hold a meeting.

During the officers and advisor’s meeting, time should be allotted to develop a meeting agenda. Once the goals of the meeting have been defined and organized according to priority, the next step is the development of an agenda which incorporates the established goals. Meeting protocol is reflected in the agenda as well. The following is a sample format of an agenda. You may want to use this reference as you build the intended order of business for the meeting. 1. Call to order 2. Minutes from previous meeting 3. Officer’s reports 4. Committee reports 5. Discussion of unfinished business (old business) 6. New business 7. Announcements 8. Adjournment

Responsibilities of Meeting Chairperson 1. Call the meeting to order. 2. Introduce the topic or problem to be considered. 3. Draw out ideas, information, and opinions form the group. 4. Follow the scheduled agenda, moving on to another point when one has been fully discussed. 5. Summarize periodically so that the group can see what progress is being made toward the accomplishment of the meeting task. 6. See that committee report is prepared when the work of a particular committee has been completed.

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HENRY M. ROBERT

ROBERT'S RULES OF ORDER In this next section, we will be discussing Robert's Rules of Order (RONR). RONR is the most widely used manual for parliamentary procedure in the United States. It governs the meetings of many organizations from trade unions, churches, and homeowners associations to student governments across the country. The manual was first published by U.S. Army officer Henry M. Robert, who adapted the rules and practices of Congress to meet the needs of non-legislative societies. There are currently eleven editions of RONR to have been published, with the twelfth being expected in September of 2020. The following pages will teach you the basics of Robert's Rules of Order, which is what we use during all meetings of the TCC SGA..

For those interested in reading the entirety of Robert's Rules of Order, or it's In Brief version, there are copies to borrow in the Office of Student Life.

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The Basics The Chair

is the person conducting the meeting. During TCC SGA meetings, the chair is usually the SGA President, unless they pass the chair to someone else. The chair is neutral in debate, and only votes to break or force a tie.

The Agenda

If you want something added to the agenda. You must email it to the President and Secretary at least 48 hours in advance.

is like the "to-do" list for the meeting. Our standard order of business is: 1. Call to Order 2. Roll Call 3. Adoption of the Agenda 4. Approval of minutes from the Last Meeting 5. Officer Reports 6. Committee Reports "is the number of members who must be present 7. Unfinished Business in order that business can be transacted. This 8. Program (Guest Speaker) refers to the number of members present at the 9. New Business time of voting, not to the number actually voting 10. Open Forum on a particular question" (RONR 11th Ed. pg 345) 11. Announcements For TCC SGA, Quorum is 50%+1 of the total 12. Adjournment number of senators & voting executive members.

Quorum

Question/Main Motion "Is a motion whose indrocution brings business before the assembly; such a motion can be made only while no other motion is pending." (RONR 11th Ed. pg 100) The main motion is the question at hand, whatever is being discussed.

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Procedure for Handling a Main Motion Obtaining the Floor To obtain the floor, a member must raise their hand when no one else has the floor. The Chair will then recognize the member by title & last name. DO NOT SPEAK UNTIL YOU HAVE BEEN RECOGNIZED.

Note : Noth ing g oes t discu o ssion witho motio ut a n on the fl oor

Motion is Brought Forth The member makes the motion: I move that (or “to”) … and resumes their seat. Another member seconds the motion: I second the motion, I second it, or merely second. The chair states the motion It is moved and seconded that… Are you ready for the question?

Consider the Motion 1. Members can debate the motion. 2. Before speaking in debate, members obtain the floor. 3. The maker of the motion has first right to the floor if they claim it properly. 4. Debate must be confined to the merits of the motion. 5. Debate can be closed only by order of the assembly (2/3 vote) or by the chair if no one seeks the floor for further debate

Chair Puts Motion to Vote 1. The chair asks: Are you ready for the question? If no one rises to claim the floor, the chair proceeds to take the vote. 2. The chair says: The question is on the adoption of the motion that … As many as are in favor, say ‘Aye’. (Pause for response) Those opposed, say ‘Nay’. (Pause for response) Those abstained please say ‘Aye’. (This can also be done by simple hand raising)

Chair Announces Results The ayes have it, the motion carries, and (indicate the effect of the vote) or The nays have it and the motion fails

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When Debating Motions 1. Listen to the other side 2. Focus on issues, not personalities 3. Avoid questioning motives 4. Be polite

How to Accomplish What you want in Meetings Want to propose an Idea? After recognition, make a new idea or action for the group. Member: “Madam/Mr President, I move that (insert idea or action).”

Amending a Motion You want to change some of the wording that is being discussed. After recognition, “Madam/Mr President, I move that the motion be amended by adding the following words (insert words).” After recognition, “Madam/Mr President, I move that the motion be amended by striking out the following words (insert words).” After recognition, “Madam/Mr President, I move that the motion be amended by striking out the following words (insert words) and adding in their place the following words (insert words).”

Refer to a Committee You feel that an idea or proposal being discussed needs more study and investigation. After recognition, “Madam/Mr President, I move that the question be referred to a committee made up of Senators Smith, Jones and Brown.”

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Postpone Definitely You want the membership to have more time to consider the question under discussion and you want to postpone it to a definite time or day, and have it come up for further consideration.·         After recognition, “Madam/Mr President I move to postpone the question until (insert specific date or action is completed)”

Previous Question You think discussion has gone on for too long and you want to stop discussion and vote. After recognition, “Madam/Mr President, I move the previous question.” (This prevents any discussion and must be voted on imediately)

Limit Debate You think discussion is getting long, but you want to give a reasonable length of time for consideration of the question.·         After recognition, “Madam/Mr President, I move to limit discussion to two minutes per speaker.”

Postpone Indefinitly You want to kill a motion that is being discussed.  After recognition, “Madam/Mr President, I move to postpone the question indefinitely.” You are against a motion just proposed and want to learn who is for and who is against the motion.         After recognition, “Madam/Mr President, I move to postpone the motion indefinitely.”

Recess You want to take a break for a while.·         After recognition, “Madam/Mr President, I move to recess for ten minutes.”

Adjournment

You want the meeting to end.         After recognition, “Madam/Mr President, I move to adjourn.”

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Permission to Withdraw a Motion You have made a motion and after discussion, are sorry you made it.·         After recognition, “Madam/Mr President, I ask permission to withdraw my motion.”

Call for Orders of the Day At the beginning of the meeting, the agenda was adopted. The President is not following the order of the approved agenda.          Without recognition, “Call for orders of the day.”

Suspending the Rules The agenda has been approved as the meeting progressed, it became obvious that an item you are interested in will not come up before adjournment.      After recognition, “Madam/Mr President, I move to suspend the rules and move item 5 to position 2.”

Point Of Personal Privilege The noise outside the meeting has become so great that you are having trouble hearing. (Example not only use)        Without recognition, “Point of personal privilege.”         President: “State your point.”         Senator: “There is too much noise, I can’t hear.”

Committee of the Whole You are going to propose a question that is likely to be controversial and you feel that some of the members will try to kill it by various maneuvers. Or, you want to keep out visitors and the press.·         After recognition, “Madam/Mr President, I move that we go into a committee of the whole.”

Appeal from the Decision of the Chair When you disagree with a ruling from the Chair/President Without recognition, “I appeal from the decision of the President"

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Most Commonly Used Point of Order It is obvious that the meeting is not following proper rules.         Without recognition, “I rise to a point of order,” or “Point of order.”

Point of Information You are wondering about some of the facts under discussion, such as the balance in the treasury when expenditures are being discussed.         Without recognition, “Point of information.”

Point of Parliamentary Inquiry You are confused about some of the parliamentary rules or an investigation to determine the proper course of procedure.         Without recognition, “Point of parliamentary inquiry.”

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OFFICER TRANSITION GUIDE

PAGE 40

GUIDE OVERVIEW Each year, the Office of Student Life has witnessed our organizations floundering with each incoming student leadership team. The organization leaders spend much of their Fall semester learning information and lessons that each organization leader before them had already learned. They then spend the rest of their academic trying to successfully lead their group during the academic year. However, they leave their positions without spending the time to make sure that the incoming officers can be trained. Without taking this time, organizations lose the ability to move forward and continue to build upon what the previous year had built. Thus, making the organization take time to learn lessons it has already learned. The National Association of Campus Activities defines effective transition as: “Effective leadership transition is the process by which past and future student leaders in an organization work together to review and learn from previous events and programs and prepare for the upcoming year. This process can occur in one or several days and may be accomplished in a formal or informal setting. The transition process an organization chooses to use during this time period truly depends on the needs and resources available to the group.” – “8 Tips for Effective Student Leader Transition”, Campus Activities Programming, May 2009

This guide is modified from a guide created by Southern Mississippi University to assist student leaders successfully transition from one year to the next. It was designed to guide students through intentional conversations to minimize the negative effects of transitions within the organization, increase its success, and continue to build upon the accomplishments left by the years before them. It is separated into two sections: Outgoing Officers and Incoming Officers. This is not a one-size fits all scenario, so we ask you to read this over and tailor it to your organizations needs. Please contact the Office of Student Life if you have any questions or need assistance with this guide.

18

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OUTGOING TO DO LIST 1. Make sure to send your advisor the list of new officers. Be sure to include the officer’s name, title, contact phone number, and email. Introduce new officers to your Advisor and staff in our office, and while doing so, explain how these staff members assist with organization processes. 2. Make sure space is reserved for all annual events and get a copy of these reservations. All forms are completed online on the Student Life page. 3. Organize all notebooks and files. 4. Finish all necessary correspondence (letters, e-mail, phone calls). 5. Prepare year-end report and evaluation, if necessary. 6. Develop an action plan and timeline for new officer transition, including but not limited to: a. Necessary meetings attended and conducted by officer b. Important tasks c. Sharing tasks and duties with other group members d. Introductions to key people / Relationship building e. One on one meetings and training f. Financial Information g. Leadership training 7. Complete Outgoing officer information sheet(s) –part of this packet. 8. Schedule a joint retreat between outgoing and incoming officers. 9. Make sure to tell the new President that they need to reregister the student organization for the upcoming academic year. The new President must submit the application, which can be found here, in order to hold events and meetings on campus the upcoming year. 10. Allow incoming officers to shadow outgoing officers if time permits. 11. Create an officer transition binder (see next page for suggested list of what to include), and share any documents with the new board members that were not included in the transition binder/officer handbook.

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Preparing Binders/Files/Notebooks Officers should keep the following documents throughout the year and organize them in a binder to hand off to the next officer.

Items Related to the College: College Mission Statement Student Handbook & Code of Conduct Resource Manual

Suggestions for What to Include: Items Related to the Organization: Organizational Mission Statement Organizational Constitution and By-Laws Organizational Policies and Procedures Student leader job descriptions Budget information Year-end reports and evaluations Organizational Calendar Organizational Goals Specific Officer / Position goals Agendas and Meeting Minutes Committee Reports

Additional Helpful Resources: Important names and numbers (contact list) Pertinent correspondence Resource list Important forms Organizational goals -both met and unmet Name and contact information of outgoing officers Unfinished project information Do’s and Don’ts, helpful hints and lessons learned

18

TRANSITION MEETING OUTLINE

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Before the newly-elected officers of your organization officially assume their responsibilities, it is wise for the old and new officers to get together for a transition meeting. Such a transition meeting provides continuity and continued growth for the organization while allowing the new officers to learn from the experiences of the outgoing officers. A casual, open atmosphere should be encouraged so the organization can benefit from an honest evaluation of the accomplishments and issues of the previous year. The following outline can help make the transition meeting flow as smoothly as possible. Welcome and Introductions (Help participants get acquainted and explain the purpose of the meeting) The Year in Review Goals: Review the group’s goals for the previous year. What did we hope to accomplish? How well did we do on each goal? What goals should be continued this year? What goals need to be changed? What goals are no longer feasible? Programs and Activities: Evaluate what your group did. How effective were the programs / activities we sponsored? How did we measure their effectiveness? Did we have a good balance in our schedule of programs and activities?Were our programs and activities consistent with our goals? What activities and programs do we want to repeat? Membership: Evaluate number of members and their commitment. Do we have too many, too few, or just the right amount of members?What actions did we take to recruit members? Were our recruitment efforts successful? Are our members as actively involved as we want them to be? What were the opportunities for members to get involved in a meaningful way? Officers and Organizational Structure: Evaluate officers and structure. Are officer roles and responsibilities clearly described? How? Did officers work as a team, or is there more teamwork needed? If so, what contributed to that dynamic? Is the time and effort required in each position comparable? Is there two-way communication between officers and members? How do the members feel about the officers? Organizational Operations: Evaluate finances, communication, etc. Were the finances adequate for our group and managed properly? Were meetings run effectively? Was their frequency adequate? Did the committee structure work? Did we have scheduling conflicts with other groups or activities? Advisor Involvement: Evaluate both quality and quantity. Did our advisor provide the support we needed? Did we give our advisors and other faculty a chance to get involved?How could we improve faculty and advisor involvement? Public Image: Evaluate how other groups perceive you. How do we see ourselves? Is this how “outsiders” see us? How can we enhance our image?

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Your Legacy to the New Officer Team What are the current strengths and weaknesses of the group? What is the best advice you can give your successor? What were there major challenges and accomplishments in your term? Officer Transition: (Have the new and outgoing officers meet individually to discuss) Responsibilities of the position, with a job description A timetable for completion of annual duties Unfinished projects Important contacts and resource persons Mistakes that could have been avoided Advice for the new officer Any questions the new officer may have Where the outgoing officer can be reached with future questions Wrap-Up “Pass the gavel” in a semi-official ceremony in front of outgoing and incoming board and wish everyone luck! Provide an opportunity for informal socializing.

Student Leader Role

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Keeping these guidelines in mind will help you succeed and be respected by your peers! 1. Work on the morale of your group members. Unless they feel good about their roles, your group members will not be as cooperative and productive as they could be. 2. Expect any changes to be accepted gradually. Sometimes we expect people to accept changes overnight that we have been thinking about for months. Remember that it is almost impossible to change people... they usually must change themselves. 3. Be available to help those who want your help. When we attempt to force our ideas of assistance when it hasn’t been solicited, we risk building resistance among our group. 4. Let your group members determine the group’s purpose. Unless group members have a say in what is to happen, their participation will be half-hearted at best. 5. Emphasize the process for working through problems rather than the final result. Your desired results may change as your group changes. An open channel of communication that involves all group members will help you incorporate these changes. 6. Approach change through cooperative appraisal. When change is based on evidence, it reduces the chances for a win-lose situation. The decision will be based on what is right, rather than who is right. 7. Encourage brainstorming and creativity. Provide feedback and support for new ideas, and avoid penalizing for mistakes made for the sake of experimentation. 8. Share decision-making regarding policies and procedures. By emphasizing how to solve problems, and involving your members in these decisions, you will create deeper commitment in your members. 9. Recognize criticism as the first step individuals take in assuming responsibility. Use criticism as a chance to solicit suggestions for improvement. 10. Share the glory. You cannot expect enthusiastic participation if you take all the credit. 11. Have faith and confidence in the ability of your group. People tend to live up to our expectations, be they high or low. 12. Be sure your group has a common purpose. Structure meetings so that issues of common interest are discussed with the whole group, and individual concerns are addressed at other times. 13. Trust the motives of all group members. Attend to every suggestion as a sincere one that deserves a sincere response. 14. Don’t set yourself up as infallible. Be honest and admit when you lack an answer. Don’t be afraid to be human. 15. Be specific. Communicate exactly what you expect and think. 16. Be socially sensitive. Avoid being witty or funny at the expense of group members. 17. Use the inquiry method. Use questions to get information and define issues. 18. Be impartial. Play no favorites, and give all group members equal chance to participate. 19. Promote group cohesiveness. Make all group members feel as if they belong. 20. Manage conflict, don’t ignore it. Bring conflict into the open, and concentrate on issues, behaviors, and facts rather than personalities.

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VIRTUAL GUIDE

PAGE 47

WHERE TO START We recognize that very quickly your organization’s remaining spring plans flew out the window and this new academic year is uncertain! We are all struggling together to maintain some sense of normalcy throughout this unprecedented academic year. We invite you and the leadership of your organization(s) to get a pulse on what are the most important steps for your groups moving forward. Once you have an idea of what is most pressing, focus on just those for the time being.

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MEETINGS You might be lost now wondering, “How will I engage my members during this time?” You are encouraged to consider hosting meetings on a semi-regular basis in order to continue to a sense of normalcy for your organization(s) and to best prepare you for the 2020-2021 academic year. Student Life strongly recommends you consider a virtual option for your meetings. Tips for Hosting Effective Virtual Meetings Adapted from Steven Rogelberg’s “The Surprising Science of Meetings” via UNC Charlotte. Connecting Virtually There are a number of platforms you can utilize to host meetings virtually for free. We recommend Zoom or Microsoft Teams as you can use these platform easily with your TCC email address.

For more information from IT on Microsoft 365 options, click here. Please note, other platforms like GroupMe, Slack, Google Chat and Google Hangout are also options you could utilize as well. Be aware that there are security and privacy considerations with each of these platforms. Meet as a group to discuss which is best for you.

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KEEP YOUR MEMBERSHIP ENGAGED Just because you are not meeting in person doesn’t mean you cannot keep team morale up! You can absolutely plan virtual icebreakers and teambuilders for your organizations and other engagement opportunities for your members. Here are just a couple ideas: Instagram Takeovers- Assign an officer or member a day of the week to take over the organization’s account and recap “A day in the life of _______” TikTok- Make a fun video and challenge other organizations to do the same. General Q & A- Use social media to allow others to learn more about your organization and how to get/stay involved. Story Telling- Share pictures and videos letting others know what you did and accomplished this past year. Share stories of your officers, members and advisors! Examples of vitrual ice breakers

EVENTS Know that our office and the entire Division of Student Affairs are fast at work behind the scenes creating virtual options for engagement. Several surveys have been distributed to help us get your feedback on what you would like to see. We know this is not the same as attending events on campus, but we hope you’ll find it helps you stay connected to campus while away. As you know, all campus scheduled events and meetings for at least the Fall semester are now cancelled. If you would like to consult with Student Life staff on ways to host your events virtually or to talk through what options you have for events postponed into Spring or Summer, please email us as well at [email protected] so we can work with you on options. Don’t count out the possibility of hosting virtual events! They don’t have to be complicated to take a lot of time to prepare. Be sure to follow our social media channels as the The Office of Student Life is already at work planning virtual events for the Spring semester. If you want to discuss partnership opportunitie, email us.

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ELECTIONS

OFFICER TRANSITION

If your organization was planning to host elections for officers or membership last spring, don’t let this situation deter those efforts, it's not too late to hold your election! There are several ways you can still host online voting and it is actually a secure, more appropriate way to handle elections. You could use Google or Microsoft to create a form you can send to your members to vote electronically. Click here for a tutorial. You could do a poll on MyTCC, it wouldn't be flashy or fancy, but it is an option. It will be important that you conduct organization business such as new officers in the summer and early fall so your organization can remain in good standing with the Office of Student Life going into the fall semester.

If your organization does select new officers each spring for fall, a huge part of your future success is officer transition. Outgoing officers should be thinking of a plan to meet with new officers to ensure a smooth transition. A couple tips include: Read the earlier pages that outline successful officer transition. It includes an officer transition guide and leadership checklist that will walk you through every step of the process. Incoming and outgoing officers can and should meet regularly through whatever platform is most comfortable for you. Even emails sharing documents back and forth is a great step in preparing your new officers for success. If you would like to schedule a virtual meeting for officer transition with incoming and outgoing officers this summer or early fall, email us.

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Financial Handbook

FINANCIAL HANDBOOK

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This manual is written to help the areas that are responsible for management of budgets and fiscal operations. The rules, regulations and procedures outlined in this manual govern by the operation of activities and service fee that is financed throughout the Department.  Florida statutes, Division of Community College rules, TCC policy, TCC Business Office, and Student Activity and Service Budgetary Rules provided the authority and contain the laws that support these policies and procedures. These statutes must be strictly adhered to and will be enforced to ensure compliance with state, local and BOT laws, policies and rules.

Student Activity & Service Budget Council The Student Activity and Service Budget Council (herein referred to as the Budget Council), comprised of Students and Administrative Staff (appointed by the Vice President of Student Affairs, the Vice President for Administrative Services and the President of Tallahassee Community College). The Budget Council is responsible for reviewing all Student Activity and Service (that will be referred as A&S) fee requests and recommending appropriations of the A&S Budget to the College President and District Board of Trustees each fiscal year.  In addition, the Budget Council is responsible for the oversight of all budgetary procedures and processes related to A&S funds as well as the review, development and revision of budgetary rules governing the use of A&S funds and fiscal accountability thereof. When ethical business standards are violated or questions or concerns of fiscal operations and accounting arise, the Budget Council is responsible for addressing and resolving the issue and reporting the matter to the Vice President for Student Affairs.  The Budget Council may, upon finding any Departmental area in violation of College policy, rules, processes or procedures related to fiscal matters, may freeze an account (excluding staff positions approved through the District Board of Trustees) until the matter in question is rectified by the area in question.

Obtaining Forms All budgetary, travel forms and forms related to the fiscal operations of a Departmental area are available via request. Requests can be made to Shawn Couch, Department Manager, at [email protected].

Student Services Business Office The Student Services Business Office (SSB0) is the day-to-day administrative support office responsible for Student Activity & Service fee business/accounting operations and providing information to all student organizations and departments related to financial matters. All expenditures drawn and deposits made by student organizations & departmental areas must be reviewed and processed through the Student Services Business Office.  The SSBO may reject any request for, but not limited to: (1) excessive or irresponsible requests for office supplies; (2) excessive or irresponsible requests for food items; (3) excessive or irresponsible requests for decorations; (4) requests with insufficient supporting documentation; (5) requests for expenditures in excess of $100.00 made thirty days prior of sweepings; and/or (6) any unclassifiable expenditure that is deemed irresponsible or excessive. In cases where an area or the department fails to submit a receipt for an expenditure of funds from their account within three (3) calendar days after the event or travel, the Dean of Student Services may freeze an account (excluding staff positions approved through the District Board of Trustees) not to exceed fourteen (14) calendar days. If the matter has not been rectified after fourteen (14) calendar days, the matter must be forwarded to the Budget Council, who can extend the timeline the account is frozen until the matter is rectified.  The Student Services Dean may recommend the freezing of an account for all other violations to the Budget Council..

GENERAL FUNDING RULES A&S Budget Notification & Categories The budget process is the primary means by which areas of Student Services are allocated Student Activity and Service funds.  Budget request information is available in the Department of Student Services office, room (Student Union, Room 154) and under the Student Services webpage http://www.tcc.fl.edu. Allocation of student activities budgets vary depending on the funding category and area type. The Budget Council, and where applicable, the Budget Council Chair will notify all areas of Student Services of forthcoming deadlines and budget hearings.  The Budget Council recognizes seven budget categories.  They are as follows:         Contractual Services. Expenditure to pay an individual or company for a service rendered instead of a commodity (e.g., speakers, DJs, entertainers, facility rentals and annual service agreements and contracts). Food. Expenditure to purchase any type of food or beverage associated with a program or event, or to pay for catering services where the business is responsible for providing food and the costs associated with such service. Equipment, Electronics & Furnishings (less than $1000): Expenditure to pay for non-consumable and non-expendable equipment, electronics, furnishings/fixtures (less than $1000) with a life expectancy of one (1) year or more, such as, chairs, desks, tables, bookshelves, brochure racks, display cases, audio/visual equipment, computer peripherals, additional computer memory, a/v and cables, calculators, cameras, printers, fax machines and scanners, picture frames/framing services, and equipment for intramurals, fitness and recreation operations. General Expenses. Expenditure category that details the cost of expendable items. For example, office supplies, certificate paper, postage, trophies, promotional materials, paper/plastic utensils, janitorial supplies and other materials. Salary/OPS Wages. Expenditure to pay for salaries, wages or stipends.

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Travel/Conferences.Expenditure to pay for conference, workshop or registration fees and/or travel expenses (i.e., transportation, hotel, meals, etc.). Students participating in any conference, program or competition requiring travel paid must be currently enrolled in the semester in which the travel will take place, and have paid the activity and service fee. Other Capital Outlay (OCO).  Expenditure to purchase non-consumable and non-expendable equipment, electronics, furnishings and fixtures that cost $1000.00 or more and has a life expectancy of more than a year (i.e., work stations, computers, laptops, copiers, furnishings, gym equipment, etc.).

Budget Account Types Budget Accounts Any A&S funds allocated to a Departmental area allocated into a Budget Account established by the Business Office for that designated area.  The rules, regulations and restrictions governing the spending and appropriate use of these funds are set forth by Florida Statutes, College policies and procedures, and the Student Activity and Service Budgetary Rules and Procedures Manual (available at the Department of Student Services or online). Funds in a Budget Account cannot be transferred to an area’s Agency Account or Foundation Account. A&S funds allocated to an departmental area are ONLY available for one fiscal year, which starts July 1 and ends on June 30 of the following year. Any funds remaining in a Departmental Budget Account at the end of each fiscal year (June 30) will be removed and the account zeroedout during a process called sweepings.  In summary, on June 30 of each year, any unspent A&S funds in your Budget account will not roll-over (or not remain) in the departmental Budget Account for use the next year. All roll-over funds remaining will be moved into an A&S Contingency account managed by the Vice President of Student Affairs and the Student Services Business Office Note:  Please be aware that although June 30 is the last date of the fiscal year, an earlier deadline date may be set by the College Business Office or Student Services Business Office for any area that falls under the Department of Student Services to submit requisitions to spend funds to ensure time for processing.  A notice of the deadline date will be sent to all area supervisors indicating the last date that requisitions to spend money will be accepted for the fiscal year.

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Agency Accounts A Departmental area Agency Account is an account for the deposit of funds generated by the area itself through fundraisers, dues, donations or other external sources. A&S funds are only appropriated into a Budget Account, and cannot be deposited into an Agency Account. Unlike the Budget Account, funds in a Departmental’s Agency Account will roll-over (or remain) in the area’s Agency Account from year-to-year for use by the area. If you do not have an Agency Account, please contact the Student Services Business Office to have an account established for your departmental area. Funds from an area’s Agency Account can only be transferred to their Foundation Account if the area chooses to do so. However, once these funds are transferred to their Foundation Account, they cannot be transferred back to the Agency Account. Unlike the Budget Account of a specific area, spending funds from an area’s Agency Account has very few restrictions. The only restrictions that funds cannot be used for is as follows: Purchasing alcoholic beverages; Personal gain; Operation of a business or vending service (i.e. catering service); Supporting any illegal activity under federal, state or local law; Promoting or supporting any political campaign or individual and/or political backing of any sort. Supporting a religious agency or church, unless the funds are directly to benefit a philanthropic cause or activity sponsored by the organization; must be preapproved by the Dean of Student Services and the Student Services Business Office.

Foundation Accounts (Endowed Scholarships) The Department of Student Services has various Foundation Accounts in which an account is established by the department in cooperation with the TCC Foundation. These funds are generally for a recognized organization/team/special area to establish in an endowment or scholarships for the organization/team/special area under the area’s name. Once the scholarship has been established, the Dean of Student Services develops criteria for the awarding of scholarships to adhere to the Foundation Account to prospective or current TCC students.  Use of a Foundation Account is an excellent way to recruit prospective students from high schools, keep alumni involved, or reward/retain active student leaders of the organization/team/special area.

Funds in a Budget Account (A&S Funds) cannot be transferred into an organization/team/special area Agency or Foundation Account, nor can Foundation Account funds be transferred into a Budget Account. However, Agency Account funds can be transferred into a Foundation Account.

Monetary Collections and Deposits

Self-Generated Funds (using A&S Funds) Self-generated funds, using A&S dollars, are funds your area has generated through a per-approved program where A&S funds were used in part or in whole to carryout the activity (e.g., funds were used from a Budget Account to supplement or provide a program or event).  If A&S funds were used in providing the activity, the amount of A&S funds used must be deposited back into an Agency Account established for the event or area, and the remaining proceeds forwarded to the approved philanthropic beneficiary of the event after deposited into the areas Agency Account in accordance with procedures outline in this document.. If the proceeds are for the purpose of scholarships, proceeds must be deposited into the areas Foundation Account, and then forwarded to the scholarship recipients in accordance with procedures outlined on pages 6-7.  Please contact the Student Services Business Office for additional information regarding collections related to deposits into the Foundation Account prior to the planning of an event. Departmental areas are not allowed to utilize A&S funding solely to generate funds to benefit the area itself. NOTE: If a group is utilizing A&S funds for operational needs, they ARE NOT allowed to implement a membership and/or tuition clause or fee to any student member without review and approval from the Dean of Student Services and the Student Services Business Office. Charging students to enter, attend, or participate in an event funded in part or whole by A&S Fees is prohibited.

Self-Generated Funds (not using A&S) Self-generated funds, not using A&S dollars, are funds your area has generated without the use of any A&S funds from your Budget Account or any other Budget Account.  Self-generated funds, not using A&S dollars, must be deposited into the Agency Account or Foundation Account of the area in accordance with procedures outlined in pages in this handbook.

Monetary Handling Procedures for at the Table 1. At-the-Table collections; refers to an activity, program or event where any form of money is collected at or during the activity (e.g. bakesale table, car-wash, etc…).  2. All forms of monetary collections (e.g., cash, checks and money orders) must be deposited into the areas Agency Account or Foundation Account through the Student Services Business Office. 3. Depositing or holding funds in an off-campus back account is strictly prohibited. 4. All collections must be logged and receipted through the Student Services Business Office. 5. When collecting funds, the following procedures should be implemented: a. A Cash Collections Box should be obtained prior to the event and be on-hand at the collections table.  They are available at the Student Services Business Office. b. Whenever possible, two (2) individuals should be available when collecting funds. c. Near the end of the event or when the collections table is closed, the individuals collecting funds and at least one other individual, not involved in the collection of funds shall each count the funds, noting the amount in cash, checks and money order (whenever possible, one of the individuals should be a TCC administrator and/or recognized staff employee). d. The amount collected should be compared and equal to all collection parties involved. e. All monetary collections and Cash Collections Box must be submitted to the Student Services Business Office immediately following the activity. 6. After review and approval through the Student Services Business Office, A Student Services Business Office representative shall submit the deposit to the Cashier’s Office the same business day. 7. The individual delivering deposits to the TCC Cashier’s Office should obtain a validated receipt at the time the deposit is delivered and the Cashier’s Office receipt will be maintained in the Student Services Business Office.

Monetary Handling Procedures for Individual/Business Donations

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1. Individual/Business Donations refer to monetary donations by any individual/business to the area.  Any solicitation of a vendor, agency or business requires prior approval from the Dean of Student Services and Foundation Office. Solicitation within the TCC community (i.e., faculty, staff and students), require approval from the Dean of Student Services. 2. All donations must be deposited into the area’s Agency Account or Foundation Account. NOTE: If a faculty advisor or other TCC community member (i.e., faculty, staff or student) wants to purchase (out of pocket) items or food to support a specific event/activity (e.g. to purchase food for a fundraiser or food for a club meeting), he/she may do so but must submit all collected/donated funds to the Student Services Business Office and a request for reimbursement must be submitted, the funds for reimbursement will be disbursed out of the Agency Account the funds were deposited into.  However, any reimbursements of funds must be processed through the Student Services Business Office; funds cannot be taken directly from the monies collected, but rather processed through the Student Services Business office. 3. Depositing or holding funds in an off-campus back account is strictly prohibited. 4. All donations, which require deposit into an Agency or Foundation Account, must be logged and receipted through the Student Services Business Office. a. When collecting donations funds, the following procedures should be implemented: b. All donations must be deposited into the areas Agency or Foundation Account using the Student Services Business Office Deposit procedure no later than 4:00 pm of the same day. 5. Donations collected after regular business hours (after 4:00 pm), will be securely locked up in the safe housed in the Student Services Business Office and deposited the following business day. 6. After review and approval through the Student Services Business Office, a representative from the Student Services Business 7. Office will verify the amounts collected by the representative of the 8. collecting group. 9. A Student Services Business Office representative shall submit the deposit to the Cashier’s Office the same or following business day. 10. The individual delivering deposits to the TCC Cashier’s Office should obtain a validated receipt at the time the deposit is delivered. A copy of the deposit form and Cashier’s Office receipt will be maintained in the Student Services Business Office.

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SPENDING YOUR FUNDS Prerequisites for Spending There are five (5) conditions that must be met prior to spending any areas funds.       1. An area must be officially recognized with the Student Services Business Office to receive and spend A&S funds. Recognition occurs once the Budget Council has awarded funds to the individual area that is recognized by the Dean of Student Services. 2. The area representative responsible for financial operations of the area must attend one of the financial training/workshops provided by the Student Services Business Office. Your area must have at least one (1) authorized signature on file with the Student Services Business Office, but it is recommended to have (2) signatures on file. Each authorized signature must have attended a financial workshop. 3. The Statement of Understanding of Budget Rules and Monetary Handling Procedures must be on file for your area. 4. All receipts, financial paperwork and other related items from any prior event or travel have been submitted to the Student Services Business Office. 5. You are in good financial or disciplinary standing with the Department, Budget Council and/or the College.

Year-End Spending Year-end spending information will be distributed to all area supervisors via e-mail. The deadline for year-end spending will be designated by the Student Services Business Office some time at the end of April or the beginning of May were sweepings of all recognized accounts will begin (zeroing out). It is the areas responsibility to be aware of the recognized year-end deadline and any requisitions, disbursements, travel, etc… will not be accepted after the established deadline date unless authorized by the Dean of Student Services.

Purchasing Procedures In order to spend your A&S or Agency Account funds you must complete the appropriate purchase request form (requisition form) and submit it to the Student Services Business Office at least four (4) weeks prior to the desired purchase date.  Submitting the form as far in advance as possible is highly recommended (e.g., if you know your area will be conducting an activity,

requesting materials for an event and/or attending a conference in two months, complete the appropriate forms as soon as you know—don’t wait until two weeks before). All purchase request forms require your areas authorized signatures. Please refer to the section on “Completing the Right Form.” Please submit requisition forms to the Student Services Business Office and supporting documentation in order for verification of the following information: 1. There should be sufficient funds in the areas account in the specific category. For example, a $60 request for Domino’s Pizza requires $60 to be in the Food Budget Category (GL Code).  Your area is responsible for keeping daily accounting of your areas finances or request an financial report from the Student Services Business Office (please submit all request electronically, i.e. e-mail). 2. Make sure a flyer is attached with the requests for items or services being purchased for an event or program. If the request is related to a conference travel, please complete the appropriate Travel Forms, attach the conference itinerary, all supporting documentation and (if applicable) all disbursement forms for each individual check advancement that is being requested. Note: Under TCC Policy, TCC will only pay for registration prior to travel for Faculty/Staff, all other expenditures with Faculty/Staff travel (i.e. meals, lodging, transportation, etc…) is solely on the individual traveling and reimbursement will be disbursed after the travel is completed by submitting a travel reimbursement form to the Student Services Business Office after the travel has been completed. 3. Paper work should be complete and submitted four (4) weeks prior to the desired purchase date, and at least six (6) weeks prior to any area or student travel to the Student Services Business Office. 4. All receipts and paperwork from a previous order (with prior approval) must be turned in before another budget request can be made to the Student Services Business Office. If your area is using ANY A&S Funds for an event or program, your event is required to be open and free to ALL TCC students The Student Services Business Office will review the purchase request form prior to processing and forward the form for all other appropriate signatures.  If the

request is rejected or if there are questions, the Dean of Student Services will be notified via TCC email. The purchase request will be processed by the Student Services Business Office after appropriate approval. Personal email accounts will not be used for communications. At no time before the purchase request is approved through the Student Services Business Office should your area commit any funds or sign a contract for services.  Area representatives are NOT authorized agents of the College to enter into contracts or service agreements. The College President or Vice President for Administrative Services are the only college officials authorized to enter into an agreement on behalf of the College. In addition, areas that fall under Student Services Department that makes a purchase without prior approval from the Dean of Student Services and the SSBO will not be reimbursed for any expenses incurred by the individual or area. Paying expenditures or committing expenditures without proper authorization is prohibited. In such cases, the individual making the commitment shall be legally responsible for any and all costs incurred.  Overspending is also prohibited. If a commitment has been made without appropriate authorization, and the college is forced to pay the vendor for the commitment, the individual engaging in the financial transaction will be responsible for reimbursing the Student Activity and Service Account that was encumbered for the amount spent. Disciplinary charges may be filed by the Student Conduct Office for fraudulent actions and a failure to comply. Other disciplinary action may be taken by the Budget Council or College in relation to the individual’s in-ability to conduct business at TCC. Your areas money is spent through the use of a “Purchase Order" Purchase Order (PO):  an official document issued by the College Business Office that lists all the order details (items, quantities, prices, contacts, authorized users, dates valid, and PO#). This document confirms that a payment will be made to the vendor and acts as a guarantee of payment for their goods/services. Disbursement: this is used for the purchase of general items or services that cost $100.00 or less and/or for the payment of rental services, entertainers and

speaker fees. This is used also when requesting for reimbursement of monies spent by an individual for the organization events/activities. Example: office supplies such as pens, pizza/food from a vendor; clothing/awards; printing, etc… This form needs to be completed for each individual vendor when travel is involved (see Travel), you will need to complete this form with the completed travel forms with the supporting documentation for each area of the travel; (i.e. hotel, registration, student meal money, airfare, etc.). Submit a Requisition Form – General Purchases with this form and the original receipts and/or quotes/invoices to the Student Service Business Office. The TCC Business Office will send the check directly to the vendor or the individual requesting payment/reimbursement. NOTE: Disbursement forms are primarily used only for emergencies, travel and purchases of $100.00 or less and must always be submitted with the original receipt or supporting documentation.

Line Item Purchase Order (Requisition – General Purchases This is used for the purchase of general items or services that cost less than $50,000 and/or for the payment of rental services, entertainers and speaker fees. This is used when you can itemize a list of EXACTLY what you will be purchasing. Example: office equipment such as a printer; pizza or food from a vendor; clothing and awards; tee shirts; plaques; trophies; catering services; contracted services, honoraria, speaker fees, facility rentals; equipment rentals; printing; etc… Submit a Requisition Form with a proposal/quote/statement from the vendor with the vendors monogram and information for documentation to the Student Services Business Office. The TCC Purchasing Office will send the purchase order to the vendor. Typically, these items will be delivered to the Student Services Business Office for receiving procedures and you will be notified to pick-up the items after receiving has been completed, unless the local vendor requires you to pick up the item from the store (i.e. Awards 4U or a local tee shirt vendor) – The Invoice must be submitted to the Student Services Business Office within three days (no other request will be approved until the invoice is submitted to the Student Services Business Office). To ensure a smooth ordering process, it best to contact the Student Services Business Office for a list of approved vendors before submitting a requisition.

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process, it best to contact the Student Services Business Office for a list of approved vendors before submitting a requisition. NOTE: if the vendor is requiring a contract (for inflatable rentals, etc), you must attach the vendor contract to the requisition for a general purchase order. Staff are not authorized to sign or commit to any contract. All contracts must be processed through the Student Services Business Office as most contracts require the Vice President for Administrative Services approval and signature. Always try to utilize the approved TCC contractual agreement for activities that require the college to be allocated into a contractual binding agreement.

Blanket Purchase Order: This is used primarily for expendable or inexpensive items being purchased from a local vendor on a regular basis throughout the year. Example: Costco, Hungry Howie’s, etc… ALL BLANKET PURCHASE ORDERS REQUIRE PRE-APPROVAL BY THE Dean of Student Services. Once the blanket purchase order is issued by the Business Office, an area cannot exceed the amount of the purchase orders.  All blanket purchase orders are closed one month prior to the end of the fiscal year (June 30).

OCO Purchase Order (Other Capital Outlay): This is exactly like a Line Item except this is used for single items costing $1,000 or more and has a life expectancy of more than one year. Proper inventory must be kept for these items. Example: a computer. Please contact the Student Services Business Office for details related to purchasing OCO items.*Travel operates differently (see Travel). Please DO NOT expect to be able to “walk” your paperwork through because you need the purchase order immediately. Planning well in-advance will help ensure a smooth process.

Vendors A departmental area may purchase from any vendor as long as they are an approved vendor with the college (please contact the Student Services Business Office to see if the vendor you want to use is approved by the College).

If this is the first time the vendor is used by TCC, you will need to have the vendor complete the electronic W-9 form and the new vendor form on TCC/Purchasing section of the college’s website. You can contact Student Services Business Office for assistance.

Overview of the General Purchasing Process (non-travel purchases): 1. Departmental areas that submit the appropriate requisition form within a minimum of four weeks (4) prior before desired purchase date to the Student Services Business Office. All supporting documentation (proposal/quote/statement from the vendor with the vendors monogram, information for documentation, invoice, flyer, contracts, etc.) must be attached to the requisition form. 2. The Student Services Business Office verifies purchasing prerequisites with the appropriate signature authorizations (Individual submitting the requisition, Director of Student Life, Student Engagement Coordinator “if applicable” and Dean of Student Services). 3. Student Services Business Office enters the requisition into the online automated college system for approval by the Dean of Student Services and TCC Business Office. 4. TCC Purchasing Office issues a Purchase Order, supplies it to the vendor for processing and a copy is supplied to the Student Services Business Office for official records keeping. 5. An invoice must be submitted to the Student Services Business Office for submission to the college Business Office for issuance of payment to the vendor. The Business Office will send a payment to vendor or issues a check to Student Services Business Office to provide to the vendor on the date of the event.  The receipt/paid invoice must be returned to the Student Services Business Office within three (3) business days. 6. If the Business Office cuts a check, the check is sent directly to vendor or a Student Services Business Office representative (if applicable), and the vendor issues a receipt or signs a receipt of payment form for delivery of service.  The receipt must be submitted to the Student Services Business Office within three (3) business days following the event. (No other requisitions will be processed until all receipts from a previous request have been submitted)

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Office Supply Vendors Office Depot is the only authorized vendor for office supply purchase orders. Office Depot is specifically contracted by Tallahassee Community College as an office supply vendor. Therefore, if a departmental area wishes to request a purchase for office supplies, it must be from Office Depot. By purchasing under Office Depot, you will receive a discounted contracted rate.

Tee-Shirt Vendors If your departmental area is purchasing tee-shirts with ANY TCC names, logos, seals, emblems, etc. it is recommended that you use Clothesline 877-9171. If you want to use another vendor, please contact the Student Services Business Office for assistance.

Invoices, Receipts and Vendor Payment Wherever possible, an Invoice must be submitted to the Student Services Business Office with your requisition to purchase goods, items or supplies.  Once your goods, items or supplies have been received, a receipt/invoice needs to be turned in to the Student Services Business Office three (3) days after receipt of the goods.  This receipt/invoice is of vital importance to your departmental area as well as the College for accounting purposes. Until this receipt/invoice is received, the vendor may not be paid nor will your area be allowed to set-up any additional purchases. Failure to turn in receipts/invoices in a timely fashion will result in an areas funds being frozen.

Contracted Services Wherever possible, an Invoice must be submitted to the Student Services Business Office with your requisition to purchase goods, items or supplies.  Once your goods, items or supplies have been received, a receipt/invoice needs to be turned in to the Student Services Business Office three (3) days after receipt of the goods.  This receipt/invoice is of vital importance to your departmental area as well as the College for accounting purposes. Until this receipt/invoice is received, the vendor may not be paid nor will your area be allowed to set-up any additional purchases. Failure to turn in receipts/invoices in a timely fashion will result in an areas funds being frozen.

The purchasing process for a contractual service entails completing a requisition form, a contractual coversheet and attaching the contract with all supporting paperwork must be submitted at least 30 college operational days prior to the event date or scheduled payment due date and 45 college operational days if a deposit is required.  If a check is needed on the day of the event, it must be indicated on your request form. ALL Contractual Service request are required to have a flyer of the event attached. TCC employees, in any capacity (full-time, part-time, OPS, etc.) or student organizations or departments, cannot be paid via a purchase order since they cannot be classified as an independent contractor.  TCC student organizations or TCC departments cannot be paid for services rendered or for any goods or services sold using funds from their Agency Account or Budget Account since this would be considered operating a business at TCC.

Rental Contractual Services: Facility rental, catering services, carnival equipment rental, and float rental. Some vendors may require your area to sign a contract to provide a service. In this case, you must send the contract with the approved coversheet for review to the Student Services Business Office and processing through the Vice President for Administrative Services Office. Once the contractual agreement has been approved, it will be returned to the individual where they must complete a requisition form and submit it back to the Student Services Business Office with the appropriate authorizations for implementation.

GENERAL PURCHASES General Purchases: Requisition Form This form is used for most purchase requests including Line Items, blanket and departmental request (this form is an inner departmental required form only). Select which type of purchase it is and fill in the necessary details. Examples of these kinds of purchase are below: Request for Line Item Purchase – Line item purchases are used to purchase items services such as office supplies, decorations, banners, trophies, clothing, and printing, or to pay for services such as inflatable or facility rentals, honoraria, and speaker/entertainer fees (contract may be required and must be attached to requisition).

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Request for Blanket Purchase – A blanket request is used for the payment of annual service contracts and agreements such as Shuttle Van lease, Gas Cards, Avis rental agreements, copier leases, Hungry Howie’s and Costco, etc… Request for OCO Item(s): An OCO item is an item that cost $1000.00 or more and has a life expectancy of a year or longer (for example a computer).  Please contact Student Services Business Office for details.

Travel Forms Travel Request Form: this form serves as a means of obtaining approval to travel or pay for conference/convention registration.

Other Required Forms These forms must be on file with the Student Services Business Office prior to spending or depositing any funds. Statement of Understanding Budget Rules and Monetary Handling Procedures: This form acknowledges that the officers and faculty advisor of a student organization will abide by all policies rules, regulations and procedures for requesting and using funds from their Budget Account, Agency Account or Foundation Account.

Travel Reimbursement/Disbursement Request: This form should be completed to receive reimbursement for approved travel expenses after returning from a trip. If you attended a conference/convention, you must attach a copy of the agenda, lodging receipts, boarding pass with amount on ticket.   Transportation Reservation/Rental Request: This form should be completed by individuals and/or groups that are renting vehicles or requesting to reserve the Shuttle Van. Traveler Liability and Responsibility Profile: This form is completed by any TCC student or individual who would like to travel yet have not traveled with an A&S funded organization within the last fiscal year. TCC faculty and staff do not have to fill out this form.

Special Budgetary Request Forms Budget Request Form – This form is used by departmental areas that are requesting to be funded through Student Activity and Service funds. These requests are due during the beginning of the spring semester to the Dean of Student Services, and funds are allocated via a Budget Council review process for the following fiscal year. Fund Transfers (Budget Amendment) – These forms are used by departmental areas to transfer funds within their Budget Account (GL Code to GL Code), or who want to transfer funds to the Budget Account of a different area.

"It's essential to get things in, not just on time but early, that way we can plan around emergencies." Shawn Couch, Department Manager

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Travel Guidelines

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GENERAL INFORMATION Travel must be authorized in advance, and funds must be available in the budget or agency account of the requesting departmental area. The college does not allow for any type of pre-paid expenses for employees other than registration.  Therefore, all travel expenses other than conference/convention registration must be paid out of pocket.  The traveler will be reimbursed for pre-approved expenses after returning from the trip and completing a request for travel reimbursement form.  All receipts for expenses must be attached to the reimbursement request.  To receive reimbursement for travel, receipts and reimbursement request must be submitted to the Student Services Business Office within thirty (30) calendar days after the date of travel.  If receipts are not received within 30 days, the travel reimbursement request will be canceled revoking your right of any reimbursement. The request for travel is used for one person unless otherwise indicated.  When completing the form there is a field that asks, “Is this a blanket”?   A blanket request may be used for multiple individuals going on the same trip (4 or more including the traveler).  A blanket request is used when one person (the traveler) is paying the travel expenses of the individuals going on the same trip.  If you are requesting a travel blanket, you will need to complete a group travel roster.  A group travel roster requires the name, individual employee ID numbers (PID #), and signatures of all individuals traveling. If the purpose of the travel was to attend a conference/convention, you must attach a copy of an agenda/itinerary to the travel request form.

Forms to be Submitted

Conference Registration Registration fees can be paid prior to the travel.  You will need to submit a completed registration form to the Campus & Civic Engagement Business Office at least 45 days prior to the registration due date with the appropriate travel forms.  Please be aware of early registration specials, and make an effort to submit registration forms to the Student Services Business Office to meet early registration deadlines. The departmental area will be financially responsible for any additional registration fees above the early registration deadline costs.

Meals

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All travelers on approved college travel may be allowed up to the following meals per diems (State Designated):           Breakfast $6.00 (travel before 6:00 am and beyond 8:00 am) Lunch $11.00 (before noon and beyond 2:00 pm) Dinner $19.00 (travel prior to 6:00 pm and beyond 8:00pm) No one, whether traveling in state or out of state, shall be reimbursed for any meal or lodging that is included in a convention or conference registration fee. The Budget Council, and/or the Dean of Student Services has the discretion to set a meal allotment lower than the aforementioned state per diem amounts.

Transportation: Automobiles & Shuttle Vans Mileage: All driving must follow a usually-traveled route. Mileage reimbursement is when your OWN automobile is driven and is reimbursed at $.445 per mile; mileage is based on the Business Office’s calculations of mileage from Tallahassee to various in-state and out-of-state locations (to and from).  *Gas is not reimbursed when a private automobile is driven and requesting mileage. The $.445 mileage reimbursement covers gas and mileage. Gas is reimbursable if requesting fuel charges only, supplying all fuel receipts that correspond with the travel. Rental Automobiles: Automobile rentals are paid by the college for approved travel.  If your departmental area needs to rent a vehicle, you must complete a Transportation form and submit it to the Student Services Business Office at least six (6) weeks prior to the date the automobile is required.  A representative from the Student Services Business Office will contact you with the appropriate information and paperwork you will need to pick up the rental.  Please remember to keep all vehicle rentals, gas purchases and toll receipts!!!

Transportation: Airline/Bus/Train Transportation for approved travelers is covered trough the areas Budget Account or Agency Account.  Transportation for the faculty/staff advisor must be paid for directly by the traveler, and must be substantiated by a paid receipt for reimbursement. If you decide not to use an approved travel agency recognized by the Student Services Business Office, you may use Airline websites, toll-free number, Greyhound, Amtrak or search engines such as Travelocity and Orbitz, etc. When using the airline’s website or search engines, you must print the receipt page of your reservation confirmation, which will include the last 4 numbers of your charge card.  When using toll-fee numbers, make sure to have the agent fax or email the reservation confirmation receipt to you. If individuals fly from a different city other than Tallahassee, a letter of justification will be required to submit with the travel request form.  The cost of the airline ticket must be cheaper from the departing city than the cost for a ticket out of Tallahassee.

Lodging

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Hotel charges should be justified if over $100 per night in the State of Florida or if over $150 out of the state.  Charges should be comparable to the area (i.e., $250 would not be unusual in New York but would be in Athens, Georgia). Travelers (except for faculty/staff chaperone(s) should try to stay 4 to a room if possible). Hotel Receipts are submitted with the Travel Reimbursement Request after the trip.

Request for Reimbursement All travelers requesting claims for reimbursement of travel expense shall submit a properly completed request for travel reimbursement form for all traveling expenses within 30 days of the travel date (all travel MUST have been pre-approved through the Student Services Business Office prior to travel via the appropriate travel forms). Receipts for expenses such as lodging, air travel, car rental and conference/convention registration must be attached for reimbursement.  We do not require meal receipts since there is a set amount allowed for meals, however, meal receipts are required for group travel if one person is paying for everyone’s meals. When individuals book flights or pay for hotel costs online, print the receipt page and attach to the reimbursement form. If expenses for travel have been paid out of A&S funds (Departmental Budget Account), and the traveler does not attend the event/conference, the traveler will be held responsible for reimbursing the Department for the full amount of all expenses paid for that individual. It is the responsibility of the traveler or departmental supervisor to have an authorized substitute traveler.  If the non-attendance is due to a mitigating circumstance (illness, family death, call to military duty, etc.) proof must be provided to the Student Services Business Office no later than 30 days following the date of travel.  Failure to reimburse the department of all expenses could result in garnishment towards the individual’s payroll and/or administrative sanctions by the Dean of Student Services.

Travel Forms to Submit If you are traveling and being reimbursed, you must complete a travel authorization form, and submit it to the Student Services Business Office at least 45 calendar days prior to commencing travel with all supporting documentation. If you have never traveled previously, please submit a Traveler Liability and Responsibility Form with the initial Travel Request or at least six (6) weeks prior to the date of travel. If a car rental is being requested, please submit a Transportation Request Form with the Travel Authorization Form. Upon return of the trip, please submit the Travel Reimbursement Request form along with any conference itineraries, hotel receipts, toll receipts, rental receipts and gas receipts. Completing the Right Form All forms are available at the Student Services Business Office or online at www.tcc.fl.edu under the “Students” heading and “Student Services” sub heading: General Purchase and Requisition Forms are available under “Student Activity and Service Budgets” Disbursement Forms (used for reimbursement and purchases of $100.00 or less) are available under “Student Activity and Service Budgets” Transportation and Travel Forms are available under “Travel Authorizations and Forms”

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POLICIES & PROCEEDURES

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LIABILITY Liability is the failure to perform a responsibility in a certain situation that a “prudent and reasonable person” would do in a similar circumstance. Liability can occur as a result of omission, wherein the individual fails to carry out a legal duty, or from an act of commission, wherein the individual commits an act that is not legally theirs to perform. There are two types of liability for discussion: 1. Product Liability: occurs as a result of negligence of product design that causes injury. 2. Tort Liability: a wrong against an individual that causes injury to an individual Negligence is defined as the omission to do something which a “prudent and reasonable person,” guided by considerations which ordinarily regulate human affairs, would do; or, the doing of something which a prudent and responsible person would not do. In dealing with legal negligence, there are three things to keep in mind: 1. Foreseeability: the ability to predict what is going to happen before it happens. Liability may be found if the person knew or reasonably could have known that the action taken by the person in charge within their official responsibility would violate the rights of the individual and cause an injury. 2. Duty: denotes legal responsibility and a relationship to provide a safe environment for participants. 3. Standard of Care: this concept supports that the participants in your program have the right to expect that they will not be subjected to unreasonable risk or injury while participating in your program. There are usually three areas of care that are applicable,

a. Adequate supervision b. Appropriate conduct of the activity c. Safe environment These are not the only kinds of things that can be observed in a group. What is important to observe will vary with what the group is doing, the needs of the observer and their purposes and many other factors. The main point, however, is that improving one’s skill in observing what is going on in the group will provide advisors with important data for understanding groups and increasing their effectiveness. As an advisor of a student organization, you are the college’s representative regarding the organization's activities. As such, you are expected to give reasonable and sound advice to your organization about such things as programs, use of facilities and operational procedures. If you have reason to question an action taken by the organization, express your concern directly to the organization in writing, including the date, a suggested alternative to the questionable action, a warning, etc.

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It is important to remember that, in general, while we need to be concerned about liability, we can seriously damage the educational process by being paranoid about it. Just as there is no specific statement that explains faculty liability for every possible classroom incident, there is none that covers all the possible situations student organizations might encounter. If you have concerns about a situation unique to your organization or to a specific event sponsored by the organization you advise, please contact someone from the Office of Student Life who is knowledgeable about organizations. Although there is no way to completely eliminate risk and legal liability associated with a program or event, there are ways to reduce risk and pro- vide a safer environment for program participants. Here are a few things that your organization can do to identify and reduce risk: Identify specific risks involved in the event. These could include physical risks (such as an event with physical activity) and liability risks (such as events involving alcohol, minors, or travel). Identify options for reducing risks by including, but not limited to: Hiring a third-party vendor or contractor Purchasing additional liability insurance Preparing liability waivers, if necessary. Providing advanced training Assuming a ‘worst- case scenario’ and pre- paring for it in order to reduce likelihood of it occurring Utilizing waivers that outline the specific nature and risk associated with the event. Canceling the event if the conditions are dangerous or the group is not prepared to assume full responsibility for the risk involved

Assess the capability of the group to manage risk. Identify the challenges in managing risk, as well as resources to assist in your planning. Develop a plan of action in reducing risk. Communicate with everyone involved (officers, members, advisors, participants, facilities staff, etc.)

Student Code of Conduct It is important to note that student organizations are held to the policies and procedures found in the Student Code of Conduct and the Student Handbook. Below you will find links to both. Pay special attention to the Hazing and Sexual Misconduct sections. 1. Student Code of Conduct 2. Student Handbook 3. Board of Trustees Policies 4. Florida Laws and Regulations