The following information is available for all ASCBC Clubs and Communities. Please read carefully and be sure to complete all the forms you or your club will need.
Our Club Handbook is a comprehensive document discussing all policy and procedures for student groups on campus. Click the link to see the full document
Events Best Practices Guide
Our Event Best Practices Guide provides guidelines and tips for successful event planning. The guide covers everything from decorating rules to food questions. Click the link to see the full document.
Submitting Forms - All completed club applications should be submitted to Alice Schlegel or Lynda Frye in the ASCBC office. The application will need to be printed and filled out completely. Club deadlines are listed on the application. It can then be delivered to the ASCBC Office by:
Once a club has chartered, the club leader and the advisor will be given a log-in and password to a student eforms account, and the club will be given an club-specific email address. The student eforms is a program that will hold the majority of documents that you will need to function as a club. It will also store all forms submitted by the club for future reference. More information will be provided during club training.
Starting or Re-applying to be a Club or Community
For detailed step-by-step instructions on the process of starting a club, please go to www.columbiabasin.edu/clubs.
The club application can be accessed here: Club Application
*Please check the date on the application to make sure you are viewing the one for the current academic year. The application is updated annually in September.
Taking Minutes in Club Meetings
Minutes Example. This link is also in the eform program. The eform allows you to transcribe your minutes as they are happening and then upload and submit to your advisor for approval when the meeting is finished. Minutes need to be submitted in a timely fashion within one week of your club's meeting.
Generally, clubs want to commit to meeting at least twice monthly. There are a few exceptions in months where there are holidays or breaks. See below for the minimum requirements for meetings. Clubs are welcome to meet more if they would like.
October = 1 (Club Applications are not due until the middle of this month)
November = 2
December = 1 (Winter Break)
January = 2
February = 2
March = 1 (Spring Break)
April = 2
May = 2
June = 1 (Graduation/Summer Break)
Planning a Club Event
For all event planning, purchases, and graphics requests, clubs will utilize the event packet in eforms. This packet will need to be filled out completely and submitted to the club advisor to start the approval process.
Catering Procedures Form & Information (CBC has a contract with Country Gentleman (CG). All food being served on the CBC campus must be ordered through CG.) If purchasing food, please fill out the CG catering request form and submit to Country Gentleman for a quote. Once you have a quote, you can upload the quote with your event packet in eforms. When the event is approved, ASCBC will submit the order to CG for you.
Sales Form (Complete during your event if you are selling items)
Deposit Slip (If you have collected money, make your deposit at the Business Office located in the A building. Make sure your club account is listed on the form. A copy of the deposit slip should be brought to the ASCBC office.)
Posting Club Event Flyers around Campus
CBC Posting Policy (Mandatory if posting flyers around campus). The college only allows flyers that have been created and approved by CBC graphic department to be posted. To access the graphics request form, please log into your club's eforms.
Traveling with Your Club
ASCBC Travel Guidelines & Forms (Reviewing this checklist and completing the forms is mandatory for all club travel) Advisors should contact Alice Schlegel with questions or for training on travel.
July 25, 2017
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