1

TABLE OF CONTENTS
Introduction……………………………………………………………………………….……2

Student Organizations…………………………………………………………………….….3

Clubs……………………………………………………………………………………….…..4

Finances……………………………………………………………………………………..…7

Events…………………………………………………………………………………………10

Resources…………………………………………………………………………………….11

Appendix A: Example Constitution & Bylaws……………………………………………..12

Appendix B: Petition to Form a Club……………………………………………………….15

Appendix B: Sample Fundraising Report………………………………………………….16

Appendix C: Program Planning…………………………………………………………….17

Appendix D: Program Evaluation……………………………………………………….….22

Appendix E: Walla Walla College Student Off-Campus Activity Petition………………23

Appendix F: Activity Worksheet…………………………………………………………….24

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INTRODUCTION
PHILOSOPHY

Walla Walla College believes its excellence extends beyond the corridors of academia.
Campus Connections, through the office of Student Administration, is committed to
providing opportunity whereby students may develop their leadership potential.

Involvement in a campus organization enables students to enjoy interaction with

students who share common goals and interests, whether social, cultural, political,
educational or spiritual in nature. Involvement in a campus organization allows students
the opportunity to develop skills and gain experiences that may make a difference in
their future profession, interactions with people and service to God.

PURPOSE OF A CLUB HANDBOOK

Club handbooks are made available to Walla Walla College club officers and sponsors
through the Student Activities Office or on line at the Walla Walla College home page.
This handbook has been designed to assist student leaders in their organization’s
operating and programming endeavors. Valuable information regarding policies, forms,
budget request procedures and other details regarding registration and programming
will be covered in this handbook. Personnel in the Student Activities Office are available
to assist each student, sponsor and organization. The department looks forward to
helping ensure each group’s success.
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STUDENT ORGANIZATIONS
Student organizations are an integral part of the scholastic, social and religious life of
the campus. They are the lifelines of our campus.

ASWWC

The student governing body is the Associated Students of Walla Walla College
(ASWWC). All undergraduate students who take six (6) credit hours and all faculty pay
dues and belong to ASWWC. This organization sponsors the following publications:
Collegian (student newspaper), Mask (student identification booklet), and Mountain
Ash (student yearbook).

AGA

Aleph Gimel Ain (AGA) is the women’s residence hall organization. All women’s
residence hall students pay dues and belong to AGA.

OPS

Omicron Pi Sigma (OPS) is the men’s residence hall organization. All men’s residence
hall students pay dues and belong to OPS.

MARRIED STUDENTS

Students who are married and do not live in the residence halls pay dues and belong to
the Married Students Club.

VILLAGE SINGLES

Students who are single and do not live in the residence halls pay dues and belong to
the Village Singles Club.

GRADUATE STUDENTS

Graduate students pay dues and belong to the Graduate Student organization.
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CLUBS
Smaller student organizations are known as clubs. Approximately 30 clubs are
established. For a current list of clubs, contact the Student Activities Office.

A club must be registered with the Student Activities Office in order to be recognized at
Walla Walla College. All campus clubs are approved through the President’s Cabinet.

To register a club, the following process must be completed:

9 A petition must be drawn up requesting the formation of a club (see Appendix B).
9 There must be at least 3 full-time (12 credit hours) registered students to petition
for a club.
9 A constitution and a set of by-laws must be developed and accompany the
petition. What to include in the constitution and by-laws follows this section.
9 To remain current, all clubs must re-register every fall quarter by Friday of the
third week. Those that fail to register may do so the following quarter by the third
week.
9 A list of officers and sponsors should be attached to the top of the petition. The
officer list should minimally include President, Vice-president (social, spiritual,
etc.), Secretary/Treasurer, and a Chaplain.
9 The petition, constitution, and list of officers should be submitted to the Student
Activities Director, which is reviewed and then recommended by the Vice
President for Student Administration to Cabinet for final approval. The Student
Activities office is located in Kellogg Hall across from the Student Association
Center (SAC).

DEVELOPING A CONSTITUTION AND BY-LAWS

A constitution describes the fundamental regulations that govern an organization. This

document should describe the nature of the organization (see Appendix A for an
example). The number of “articles” in a constitution will vary depending on the
complexity and needs of the club.

The following are the essentials that should be contained in your constitution:

9 The name of the organization (Hispanic Association, Hexis, Social Work, etc.)
9 The purpose of the organization (Cycling Club: “The express purpose of
WWCCC is to promote recreational and competitive cycling at WWC.)
9 The nature of membership (who may belong)
9 Required officers and the process for elections or appointments
9 Required meetings
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9 Procedure for amending the document

9 Additional articles may cover topics pertinent to the organization and process by
the club

The By-Laws provide greater detail about the organization’s operations, membership
and its variety of rules (See Appendix A for an example). The necessities of the By-laws
are based upon the desirability and complexity of the club officers. The articles in the
by-laws would include details and instructions concerning topics such as the following:

9 Membership requirements and qualifications

9 Duties of officers
9 Meetings (type, frequency, locations, etc.)
9 Quorum requirements
9 Elections and nominations
9 Standing rules
9 Other articles may be added as needed

CLUB ELECTIONS

Elections of officers for the next school year should take place during Spring Quarter.
Exceptions will be made for those clubs unable to hold elections. Late elections must
take place within the first three weeks of the start of the school year.

Names of the students running for office must be submitted to the Student Activities
Office before the elections are held. The Student Administration Office will help clear
those running for office based on Citizenship and GPA status.

After elections are held the list of officers and sponsors, including addresses and
telephone numbers where we can reach them for the current school year, must be
submitted to the Student Activities Office. The club is NOT OFFICIALY RECOGNIZED
until this list is on file, has been reviewed by the Vice-President for Student
Administration, and approved by Cabinet.

ELIGIBILITY OF CLUB OFFICERS

The following are requirements for eligibility to hold office in any WWC
club/organization:
9 Must be a registered WWC student
9 Have attended at least one quarter at WWC prior to taking office
9 Maintain a cumulative grade point average of at least 2.5
9 Be free from Academic Probation at least one quarter prior to the election

STUDENT LEADERS

The following are suggestions for the student officers. The student is:
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9 To take responsibility to inform themselves of their official duties, with the help of
the sponsor.
9 To inform the sponsor of major business items before they are considered in
open session; to conduct the official business of the organization with his or her
presence or agreement; to consult him or her on the major expenditure of funds
and on contracts the organization may negotiate.
9 To see that minutes are kept in the possession of the secretary with a copy to the
sponsor.

SPONSORS

The Student Activities Director is available to suggest sponsors for assistance and
counsel. The faculty sponsor is:

9 Any staff, employee or faculty of Walla Walla College who has a relevant
relationship with the club. For example, a faculty member of the English
Department would probably not be a sponsor for an Engineering club, unless all
other avenues to find a relevant sponsor has been exhausted.
9 Responsible to ensure there is adequate supervision of all the club’s activities.
9 Ensure that all club activities maintain the standards held by WWC.
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FINANCES
Financial procedures for a club are listed below. See sample forms in appendix C and
G.

The officer in charge of a club’s/organization’s finances should establish a simple,

uniform bookkeeping system. The president and sponsor of the club are responsible for
monitoring the club’s financial operations.

All records are subject to review and audit by the Vice President for Student
Administration.

FINANCIAL PROCEDURES FOR CLUBS

Student clubs/organizations shall follow the financial procedures as established by

Financial Administration at Walla Walla College and financial guidelines stated in the
club’s bylaws. It is recommended that the club pay for club related costs incurred by the
sponsor including, but not limited to, mileage, admission fees, meals, etc.

PURCHASES/EXPENSES

Expenditure and disbursement of funds from a club’s account will follow the procedures
outlined below, and will require the authorization and signature of the club sponsor and
club officers designated on the Signature Authorization Sheet.

SIGNATURE AUTHORIZATION SHEET

The sponsor is responsible for obtaining the Signature Authorization Sheet from the
cashier’s desk in the Accounting Department, from the Student Activities Office or on
line at the WWC home page under Campus Life and Clubs. He/she will obtain the
signatures of those the club authorizes to withdraw funds from the club’s account and
will submit it to the Student Activities Office by Friday of the third week of fall quarter
and/or prior to any club financial transactions.

SMALL PURCHASE ORDERS

Small Purchase Orders may be used at most local Walla Walla/College Place
businesses for amounts under $200. SPO’s can be obtained from the Accounts Payable
office. A cash register receipt must be attached to the appropriate copy of the SPO and
taken to the Accounts Payable Office immediately.
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INVOICES/BILLS

A designated club officer or sponsor must sign and indicate the account number to be
charged on invoices/bills for products or services purchased. These should be
submitted to the Accounts Payable Office in a timely manner.

CHECK REQUESTS

When a check is needed for payment of a product or service, a check request form
should be used. Necessary documentation must be attached to the check request form.
Routine check requests are to be delivered to the Accounts Payable Office by noon
Wednesday to be issued by Thursday. Urgent checks may be requested by noon
Monday through Thursday. These checks will be available the same day.

For reimbursement of personal funds used for club purchases, check requests may be
used for amounts over $200. Attach the appropriate receipts and itemize them
appropriately.

PERSONAL FUNDS

When personal funds are used for club expenditures under $200, reimbursement may
be obtained by submitting itemized receipts to the cashier’s desk. If the amount is over
$200, a check request may be used.

INCOME

A club may derive or receive income through club dues, ticket sales for special events,
fundraising, and unsolicited donations. Fees for special events (i.e., banquet) must be
collected in cash and may not be charged to a student account. The following are
guidelines for club income.

CLUB DUES

A maximum of $30 per quarter may be charged as club dues to student accounts upon
submission of a list with each member’s signature. Club dues may not exceed $30 per
quarter. Dues may be charged to a student account, or may be paid in cash. To charge
dues, the official Club Sign-Up Sheet (available online at the WWC homepage under
Campus Life and Clubs) must be used. The club financial officer should submit the
following to the Student Activities Office on the official Club Sign-Up Sheet:

9 The amount of dues to be charged (as specified in the club’s bylaws).

9 Each member’s signature
9 Each member’s student identification number.
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To deposit cash dues, the club financial officer should submit cash dues to the cashier’s
desk in the Accounting Office with a cash-up report.

CASH-UP REPORT

All income is recorded on the cash-up report form and submitted to the cashier’s desk.
These forms may be obtained from the cashier’s desk.

SALE ITEMS

The price of any sales should include sales tax. Tax, at 7.9% of sales price, must be
collected on all items sold other than unprepared food or meals for students or faculty.
Turn in the total amount collected, including tax, at the cashier’s desk. A club may
charge a flat price for an item with the understanding that the cashier will deduct for the
sales tax at the time of deposit. Please remember to charge a price adequate to cover
both cost and sales tax. Keep income from different sources separate (i.e., T-shirt sales
separate from banquet ticket income and identify the kind of income for the cashier.)

Should questions arise not covered above, please contact Accounting for help.

FORMS

9 Check requests
9 Signature authorization sheet
9 Cash up report
9 SPO
9 Fundraising report form
9 Club Sign-Up Sheet

POLICY FOR INACTIVE CLUBS

The following procedure will be followed when an approved Walla Walla College Club
becomes inactive:

9 The Director of Student Activities and Campus Connections will notify the Walla
Walla College (WWC) accounting office of all active clubs by the end of October
each year and throughout the year as a club becomes approved or active.
9 Accounting statements for all inactive clubs will be sent to the Director of Student
Activities and Campus Connections to be kept on file.
9 Remaining funds of all inactive clubs will stay intact within the current club
account for a period of three years. If an inactive club becomes active within this
three-year period, authorized club members as stipulated by individual club
Constitution and Bylaws can access any remaining funds.
9 After a three-year period of inactivity, any remaining club funds will be placed in a
protected account established by the WWC Accounting Office. These funds will
be used for Campus Connection Activities at the discretion of the Director of
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Student Activities and Campus connections and in consultation with the Vice
President of Student Administration.
EVENTS
The following requirements are for both on and off-campus events:

9 All events including presenters, movies, musical presentations, and any

entertainment must be planned and implemented in accordance with the Walla
Walla College Student Handbook.
9 Proper sponsorship must be provided for all campus events. Each club must
have an approved sponsor present at each event.
9 Any student attending an event is encouraged to participate in the planned
events, to remain within the designated limits of an outing, and to remain with the
group until after the last planned event.
9 Any club event should be held at a time not interfering with classes, required
assemblies or residence hall curfew.
9 Events should not interfere with the regular events of the college.

The college recognizes a current obligation to maintain a campus atmosphere

conducive to academic work, to preserve dignity and seriousness of college ceremonies
and public exercises and to respect the private rights of all individuals. Individuals who
seek enlightenment through exchange of viewpoints, should do so without hindering
others from making progress toward the educational goals committed to when choosing
this college.

OFF-CAMPUS EVENTS

The additional requirements specifically pertaining to off-campus events are as follows:

9 Each driver of a vehicle used for an off-campus event is responsible for the
vehicle. Do not lend or borrow a vehicle for any event. Each driver of a vehicle
used to transport students or faculty to and/or from any school function must be
able to show proof of insurance for public liability. The sponsor of the
club/organization is responsible to see that all vehicles used are properly insured.
9 All drivers must be on the WWC Approved Drivers List.
9 For all off-campus events, there must be an Off-Campus Event Petition Form
completed and submitted to the Student Administration Office for approval.
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RESOURCES
June Ferguson
Vice President for Student Administration 2511

Don Hepker
Student Activities Director 2799

Geri Bosch
Student Administration Office Manager 2511

Donna Harris
Financial Advisor in the Accounting Office 2104

Lois Blackwelder
Chaplain 2343

Security 2222

Risk and Safety 2250

ASWWC OFFICERS
All ASWWC offices are located in Kellogg Hall.

President 2741
Executive Vice-President 2288
Social Vice-President 2115
Spiritual Vice-President 2741
Treasurer 2288
Collegian Editor 2971
SAC Manager 2430
Mountain Ash Editor 2961
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APPENDIX A:
SAMPLE OF THE CONSTITUTION AND BYLAWS OF THE “ABC” CLUB OF WALLA
WALLA COLLEGE

CONSTITUTION

PREAMBLE

For the purpose of promoting interest in ABC’s, to provide ABC related events for its
members, and to promote goodwill within the ABC community, we do hereby form
ourselves into The ABC Club of Walla Walla College.

ARTICLE I

The name of the organization will be The ABC Club of Walla Walla College.

ARTICLE II
Membership

Active members of this organization will consist of any students of Walla Walla College
who are interested in ABC’s and choose to be members by paying club dues. Members
are expected to attend at least 40% of all club meetings.

ARTICLE III
Officers and Duties

Section 1
A. The officers of this organization will be: president, executive vice-president,
spiritual vice-president, vice-president of administration and vice-president of
finance.
B. Additional officers may be elected as The ABC Club if its organization feels
necessary.
C. The officers will be elected spring quarter of the year before they serve and will
assume full responsibility for planning the following year’s events.

Section 2
A. The president will be chairman of the executive committee, will give notice of and
preside at all meetings of the club and generally supervise the business of the
club
B. The executive vice-president will be responsible for the organization of
intercollegiate events.
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C. The spiritual vice-president will be responsible for the spiritual atmosphere of the
club.
D. The vice-president for administration will record the actions of the general
meetings and the executive committee. This person will also be responsible for
documenting all events of the club and serve as the public relations officer of the
club.
E. The vice-president of finance will be responsible for the collection of dues and
accounting for the memory of the club. This person will report the financial
condition of the club at meetings and will furnish a report at the close of each
quarter.
F. In the absence of the president, leadership responsibilities will be assigned to the
ranking officer in the following sequence: executive vice-president, spiritual vice-
president, vice-president of administration, vice-president of finance.

Section 3.
A. The club will have a faculty advisor who has ABC experience.
B. The club will elect the advisor in the spring quarter to serve as advisor for the
following year.

Section 4.
A. An officer may be removed from office for nonperformance of duties by a two-
thirds majority vote of the executive committee or a majority vote of the club
members with two-thirds of the members in attendance. The club may then elect
a new officer.

ARTICLE IV
Meetings

Club meetings for the purpose of conducting club business should be called once a
quarter and may be held in conjunction with an event. Additional club meetings may be
called at the discretion of the president and advisor.

ARTICLE V
Amendments

The constitution and the bylaws may be amended by a two-thirds vote of the entire club
membership.

BYLAWS

Membership
One will be entitled to membership in The ABC Club upon payment of dues.

Executive Committee
The executive committee includes all officers and advisors of the club.
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Dues, Fees and Expenses

Section 1.
Dues will be set by the executive committee.

Section 2.
Guests attending club functions may be required to pay a nominal fee set by the
executive committee.

Section 3.
Expenses must be approved by the executive committee and signed by the vice-
president of finance and the faculty advisor.

Officers
The officers of this organization will serve for the entire school year.
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APPENDIX B:
PETITION TO ORGANIZE A WWC STUDENT CAMPUS ORGANIZATION

___Initial Registration ___Re-registration

Proposed name of club/organization:

Petition request:

Purpose (purpose or mission statement of the club):

Criteria for membership (e.g.: must be a biology major to join the biology club…):

Expectations (what expectations the club will fulfill for members who join):

Name of Sponsor: Phone:

Proposed List of Officers:

President: Phone:

Executive VP: Phone:

Financial VP: Phone:

Spiritual VP: Phone:

Social VP: Phone:

Administrative VP: Phone

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APPENDIX C: SAMPLE FUNDRAISING REPORT

Organization: __________________________________________________________

Event: ________________________________________________________________

Location: ______________________________________________________________

Contact Person: ________________________________________________________

Phone Number: _________________________________________________________

FINANCIAL SUMMARY

Gross Income: _________________________________________________________

Expenses (attach receipts): _______________________________________________

Net income to be deposited: _______________________________________________

(Net Income=Gross Income – Expenses)

Deposit _____CASH ______COIN ______CHECK

Event evaluation ________________________________________________________

______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
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APPENDIX D: PROGRAM PLANNING

RA:

Name of Event:

Date of Event:

Location of Event:

Time of Event:

What is the goal for this event?

Who is your target group?

What needs are being met?

Number of participants expected?

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EVENT DETAILS AND DELEGATION

Who is the speaker/facilitator?

What type of thank you?

Person Responsible:

PUBLICITY

Posters_______ Flyers______ Chapel Bulletin______

Brochure______ Table _____ Other ____________

Will be submitted for RD approval by:

Will be posted by:

Person Responsible:

FACILITY, EQUPMENT AND VEHICLES

What facility must be reserved:

What equipment must be reserved:

What vehicles must be reserved:

Who is setting up:

Who is cleaning up:

Person responsible:
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REFRESHMENTS

What refreshments are being served:

What will be the approximate cost:

How much will be subsidized by participant cost:

Total cost to living area budget:

Person Responsible:

Did you review this with the Residence Director: Yes _____ No ______

Signature:_____________ Date: _________________

EVENT PLANNING CHECK SHEET

Program/Event:

Speaker/Feature:

Theme:

Date/Time:

Place:
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PROGRAMMING

Speaker/Musicians/Feature Confirmed
______________________________________________________________________
______________________________________________________________________
________________________________________

o Handouts for Speakers copied

o Audio-Visual needs for speakers met
o Guest Accommodation
o Guest Transportation
o Guest Hospitality

Complete Campus Guest Work Sheet if applicable at least one month before the event.

CONTRACTS

Technical riders to contracts specifying sound and lighting requirements must be

approved by campus PA Coordinator in consultation with Plant Services Electrical and
Loss Control Departments. These personnel will arrange for necessary permits.

o Schedule/Agenda made
o Program made (if applicable)
o Worship credit requested (if applicable)

OFF CAMPUS EVENTS

Complete Transportation Request Form for WWC vans, trailers, and cars and submit to
Plant Services.

o Facilities reserved
o Facilities confirmed
o Decorations purchased
o Sound and light
o Special equipment
o Set-up
o Staging arrangements

Special equipment needs which Campus Sound can provide anywhere on campus
include spot lights, CD player, DAT player, video cassette player, video, and DVD.

For setup and transport of equipment/supplies—please complete Maintenance Request

form and submit to Plant Services at least ten days before the event.
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PUBLICITY
o Posters
o Flyers
o Collegian
o Inside WWC
o Dorm Papers
o KGTS and other radio stations
o Email
o Phone messages
o Other ________________
o Other ________________

MISCELLANEOUS CHECKLIST
o Food bought
o Chairs

TRANSPORTATION ARRANGEMENTS AND INSURANCE COVERAGE

1. The first option for transportation is using “all” college vehicles:

a. Reservations must be made through Plant Services
b. Sign up sheets for students wishing college transportation will be provided
by the sponsor
2. The second option is allowing students to provide their own arrangements for
transportation
3. A third option is using college vehicles and arranging the use of private vehicles.
In this case, the sponsor shall validate that every driver:
a. Be at least 21, have on file at Plant Operations a completed Driver’s
Questionnaire, a copy of a valid driver’s license and not have more than
two violations during the past three years (see list of approved drivers)
b. Provide written proof to the sponsor that he/she carries a minimum of
$100,000 single limit liability and property damage insurance, a minimum
of $5,000 medical insurance, with a recommended minimum of $10,000
uninsured motorist insurance coverage.
c. Students electing to use private transportation will sign a Hold Harmless
Agreement available at the Student Activities Office or Risk and Safety
4. WWC Student Accident Insurance covers up to a maximum of $1,000 per
student, per occurrence, for injuries resulting from motor vehicle accidents.

POSTING OF PLACARDS AND SIGNS

A club is permitted to post notices which bear the official stamp, “Approved for Posting”
etc., on campus bulletin boards. Signs may be stamped at Student Administration.
Clubs are responsible for utilizing only appropriate posting sites.

Those students or student organizations wishing to engage in any public effort using the
name of Walla Walla College must obtain the permission of College Relations.
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APPENDIX E: PROGRAM EVALUATION

Did you meet your stated goal:

What needs were met:

Number of Participants:

Evaluation of Speaker:

Type and date Thank you sent:

Additional Comments:

Was the publicity up on time?

Would you have done anything differently:

Any problems with facilities, equipment and/or vehicles:

Any problems with set-up:

Any problems with clean-up:

Were the costs close for refreshments:

How much was subsidized:

Additional Comments:

Suggestions and Overall Evaluation by RA:

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APPENDIX F: WALLA WALLA COLLEGE STUDENT

OFF-CAMPUS ACTIVITY PETITION

Date of Event: _________________________________

This form is required for clearance of all outings, programs, and extracurricular
activities. It should be filed with the Student Activities Office two weeks before the
scheduled event.

Requesting Club/Group: _________________________________________________

Number in Group: ______________________________________________________

Type of Event: _________________________________________________________

Departure Date/Time: ___________________________________________________

Return Date/Time: ______________________________________________________

Location of Event: ______________________________________________________

Faculty/Staff Attending: _________________________________________________

____________________________________________________________________

Sponsor’s Signature: ___________________________________________________

Date: ________________________________________________________________

***PLEASE NOTE, FOR ALL OVERNIGHT EVENTS, EACH RESIDENT HALL

STUDENT SHOULD FOLLOW PROPER PROCEDURE IN SIGNING OUT OF THE
DORMITORY***
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APPENDIX G: ACTIVITY WORKSHEET
Day of
Event Date Week
Location No. of Students
Organizers No. of Fac/Staff
Outline of Activities

Recommendations for future

Organizational Steps
2 Months Prior
1 Month Prior
3 Weeks Prior
2 Weeks Prior
1 Week Prior
1 Day Prior
Day of Event

Food & Refreshments Expenses:

Vendor $
Vendor $
Vendor $
Vendor $
Subtotal $
Supplies & Miscellaneous Expenses:
Vendor $
Vendor $
Vendor $
Vendor $
Subtotal $
Transportation:
Cost of vehicle No. 1 Miles x Cents per mile= $
Paid by students: Students x $ = $
Cost of vehicle No. 2 Miles x Cents per mile= $
Paid by students: Students x $ = $
Subtotal $

Grand Total $