Club Information

Please do not hesitate to contact the Coordinator of Student Life & Engagement, Jacquie Martin, who serves as the Inter Club Council Advisor for any questions or support on these processes. I reccomend using Adobe Sign to route many of the below forms for signature and approval.

Inter Club Council Meeting Requirement

Clubs must have a club representative at each ICC meeting to report the activities of the club and to
ensure active status in the ICC.

Clubs who miss one (1) ICC meeting during a semester will be given a warning.
Clubs who miss two (2) ICC meeting during a semester will be placed on probationary status.
Clubs who miss three (3) meetings during a semester will be placed on inactive status.

Club Finances

New clubs receive formation funds of two hundred dollars that semester
Continuing active clubs may receive funds of one of hundred dollars per semester
Upon club formation, the Gavilan College Business Office will assign each club a budget number
Each individual club is responsible for the oversight of its own budget
The finances of all clubs shall be processed through the ASGC's fiscal agent
Club accounts will be frozen if a club is determined to be inactive. After a period of one (1) semester of inactivity, club funds may become the property of the ICC and be redirected to the ICC General Fund
The voting membership of the ICC shall determine the appropriate use of the ICC general fund. In order to access money from the ICC general fund, a club shall submit a written request to the ICC
HowToCreateReq.pdf

Club Fundraising

Club Fundraiser Policy
Fundraiser Approval Request Form
Our contact in the Business Office for Inter Club Council and Club accounts is Thinh Nguyen, Senior Accountant.
To find more information on best practices for ASB & Club Finances & Fundraising, please reference the FCMAT ASB Manual

Club Off Campus Travel

Everyone has to complete this Liability Waiver before they leave for the trip. Minors must have their parents sign their form as well. Club Advisors should collect these forms and keep for their records.
- Field Trip/Excursion Release of Liability and Assumption of Risk Form
A Travel Request Form must be submitted before group travel.
- Travel/Conference Request Form
  - Signatures are required from: Club Leader, Club Advisor, ASGC VP of Finance, Coord Stud Life, Dean of Student Life & VP of Student Life. Once signed, the completed form should be sent to travel@gavilan.edu
For any travel expenses to pay in advance, us the direct pay form.
Students are responsible for transporting themselves to and from the event.
The Club Advisor or other Gavilan College employee must attend any off campus Club Sponsored event.
As an official Gavilan College Club Event, all student participants are required to abide by the Gavilan College Student Code of Conduct at all times. This includes no drinking or drug use of any kind on the trip, among other requirements.
A Travel Reimbercement Form must be submitted along with reciepts of all spending after the event. This is managed by the club advisor.
- Travel/Conference Reimbercement Request Form
- Signatures are required from: Club Leader, Club Advisor, ASGC VP of Finance, Coord Stud Life, Dean of Student Life. Once signed, the completed form should be sent to travel@gavilan.edu
- If the cost is more than what was approved VP SL signature is required.

Club Advisors

Thank you for saying yes to being a club advisor!
Advisors do not set policy for the club. Rather, they serve as a resource and guide to assist students in developing their own rules, guidelines, and goals.
Advisors ensure that the college fulfills its responsibilities to students and that the activities of the organization are consistent with the rules and policies of Gavilan College.
Advisors attend regularly scheduled club meetings as well as on and off campus activities, both business and social. The advisor may meet regularly with the organization’s leaders.
Advisors assist with the club’s accounting system and co-sign financial requisitions. They ensure that the club does not incur debt that it is unable to pay.