Club Handbook

Club Handbook

Kirkwood Student Club Guidelines

Clubs and organizations at Kirkwood are distinct. Clubs are defined as general interest groups and can form around a number of interests, while organizations are formed by the college and based around a specific academic area or program.

Creating a Club

New clubs can submit an application, with a minimum of ten students and a faculty or staff advisor (non-student). Clubs are approved if they meet the goals and mission of the college and they are in the best interest of the college, determined by the Associate Director, Student Life, or designee.

An initial constitution and by-laws, list of students (with k-numbers), and advisor’s signature is needed to complete the application status. 

Alcohol & Drug Policy

Clubs and organizations on campus must abide by the college’s drug and alcohol policies as stated in the student handbook.

The advisor of co-curricular groups on campus plays an important part in the organization and growth of each group.

The advisor is a member of the full or part-time staff/faculty of Kirkwood Community College whose primary function is to actively advise, counsel, and serve as a resource to students.

Through suggestions, comments, constructive proposals, and searching questions, he/she can assist the group in achieving the degree of mutual thinking and consider actions that assist in the club/organization’s goal attainment.

The responsibility of the club/organization advisor includes (but is not limited to):

  • Have an understanding of the club and organization rules and regulations and college policies and the agreement to follow these rules and regulations.
  • Attending meetings with entire group or leadership team as needed.
  • Helping students create and abide by a constitution and by-laws, and making sure this information is current and understood by student members.
  • Serving as the liaison with the Student Life office for all forms, questions, and other concerns or ideas involving any aspect of the club’s activities.
  • Attending or designating an alternative advisor to supervise any activity or conference as long as the students are representing the club, Kirkwood, or any funds are being used from the club or organization account.
  • Approving any/all forms coming from the club including activities on campus, travel, and payments.
  • Having an understanding of club account balance and the process in how funding works in both club and organization accounts.
  • Agreeing to abide by all rules in this handbook, including, but not limited to, the process for using club/organization funding as well as travel guidelines.

The organization of each group on campus may be drastically different from group to group. Clubs may have a President & Vice-President, have Co-Captains or Co-Chairs, or have all members serve the same role without a defined leadership team.

Regardless of club structure, any leadership position the group chooses to have should have the duties of leaders and methods of appointment to these positions described in the club/organization constitution and/or by-laws.

All groups traveling off-campus must abide by the Student Domestic Travel Policy.  

Travel Notification Form - Groups wishing to travel off-campus must first have their advisor or trip sponsor (employee traveling with students) submit a Student Domestic Travel Notification. That notification will be approved by the trip sponsor's (employee's) supervisor.  

Once approved, each student listed will receive an email and need to log-in to confirm their participation in the travel and enter emergency contact information. Once every student has completed the process, the trip will be approved. 

Van Requests – Trip Sponsors can request vans from Kirkwood’s Facilities Department through KIN or the online portal. Groups will provide their GL Code (Club or Organization account number) and be charged per mile. 

Student Conduct Policies

Students and student clubs and organizations are responsible for complying with the law and all college policies. Alleged violations of this policy or other policies will be adjudicated according to the procedures described in the Student Conduct Code.

Students and/or student clubs and organizations who violate this or other college policies may be subject to the following sanctions:

  1.  Those sanctions listed in the Student Conduct Code, article IV(B)(1)(a)-(k)
  2. Loss of selected rights and privileges for a specified period of time.
  3. Deactivation-loss of all privileges, including college recognition, for a specified period of time.

The following criteria may be used to revoke a club or organization status as an active club:

  • Has been found to violate the rules and regulations in these club & organization policies and/or policies set forth by Kirkwood Community College.
  • Has been found to have an off-campus bank account.
  • Has been found to misappropriated club/organization funds.
  • Has carried out activities without the proper approval.
  • Has been found to travel off-campus without the proper pre-approval or student travel contracts filled out by each member traveling with the group.
  • Has carried out an activity deemed not in the best interest of the college (in the opinion of the Associate Director, Student Life and/or a representation of).

Clubs who are not in active status may have their financial account frozen and will be prevented from holding meetings, activities, or traveling off campus.

Services, Events, & Activities

These services are available for all student clubs and organizations at Kirkwood:

  • Room Reservations – As a recognized student group on campus, you can reserve rooms on campus for meetings and events at no cost. To reserve rooms, contact Student Life at 319-398-5578 or email seth.vandertuig@kirkwood.edu
  • Postings – As a recognized student group, you have the right to post flyers on campus; however, those must be approved by Student Life prior to posting. More information on posting guidelines can be found below. As a service to the clubs and organizations, Student Life staff will post these flyers for you. Postings can be submitted to Student Life (114 Benton Hall) or emailed to seth.vandertuig@kirkwood.edu
  • Popcorn – As a recognized student group, you have the opportunity to use the Student Life popcorn machine to assist in your bake-sale fundraisers. Student Life will provide bags, popcorn seeds, and oil at no charge to the group. Student groups will need to clean the popcorn machine when they are finished and have an understanding of how everything works before using the popcorn machine.

Any on or off campus event needs to be approved by the Student Life office PRIOR to planning specific details. This includes bake sales, informational tables, guest speakers, dances, raffles, food drives, or other special events.

Bake Sales 

Each club has the opportunity to host bake sales on campus. Though there is not a limit to the number of sales a group can have, these may be restricted on a case-by-case basis by the Student Life office based on the availability of space or demand from other groups on campus hosting similar activities.

Students are allowed to sell baked goods, however, these items cannot be anything that needs to be kept cold or hot (cheesecakes, pizza, walking tacos, etc). Students must bake or prepare the food to be sold and include such items as cookies, brownies, puppy chow, chex mix, cupcakes, or other items that can be stored and served at room temperature.

Clubs may not purchase cookies or goods from a local store (Hy-Vee or Walmart) and sell those items. Any items such as pizza or walking tacos need to be ordered and prepared from The Café on campus to fit with the college’s policy on catering and food on campus.

For questions, please contact the Student Life office and/or The Café. Locations for Bake Sales for each specific club can be discussed.

Table Events 

Several groups each year host informational tables to promote a project or recruit new members to join. These are allowed in the same locations as bake sales.

Dances/ Bigger Events 

Groups may sponsor dances and other larger scale events, but need to work with the Student Life office on specifics in terms of locations, booking space, and hosting a successful event.

Groups are not allowed to host a public showing of a movie without prior approval from Student Life to follow copyright laws on movie showings.

Events, activities, or fundraising outside of Kirkwood’s campus is allowed, however, must have the granted permission from the Student Life office.

If working with area businesses, Student Life MUST have a list of businesses where students plan to seek donations or host activity (including donation boxes). Events such as a car wash or banquet off-campus are possible, but take a bit more coordination with the Student Life office.


Group Funding & Spending

Frequently, organizations are led by the faculty/staff advisor from the college and can qualify for funding from the college to support academic growth. Clubs are often student led and can also create an account for fundraising purposes, but are not eligible for funding from the college.

Organizations who receive funding can also have a club account for fundraising purposes. Any active club or organization on campus can have an account through the college. Money is not given to these groups each year, but is a fundraising account that allows club funds to be carried over from one fiscal year to the next.

New clubs should have their account setup through the Student Life office. It is the responsibility of the club advisor (and possibly club treasure) to understand how this account operates. 

Deposits 

Money that is fundraised by groups should be deposited into correct account within a reasonable amount of time (checks should be deposited within two weeks). Deposits must be submitted using the most up-to-date deposit form (and be done on a computer, not by hand). They then need to be submitted to the Student Life office. They will then be approved and sent to Finance to be deposited into your account.

Change Fund Requests 

Student Life will provide a cashbox for approved bake sales and other fundraisers. If change is needed for the fundraiser, please arrange specifics at least two business days in advance. Make sure that this amount is given back with the cash box and not deposited into the club account.

Organizational Funding 

Academic based groups on campus can qualify for organizational funding. These funds come from the college to support the co-curricular activities of specific academic programs. Funds for these accounts are requested each year (typically in March) for the following academic year.

A committee made up of two academic deans, two faculty, two students, and the Associate Director, Student Life then allocate those funds to support these organizations. Organizational funds expire at the end of June and do not carry over to the next academic year.

These funds can only be used for necessary expenses approved through your organizational funding request and typically include, but are not limited to, travel expenses, conference registration, and lodging expenses. Several organizations on campus also have a club account (described above) as well.

Academic based groups on campus can qualify for organizational funding. These funds come from the college to support the co-curricular activities of specific academic programs. Funds for these accounts are requested each year (typically in March) for the following academic year.

A committee made up of two academic deans, two faculty, two students, and the Associate Director, Student Life then allocate those funds to support these organizations.

Organizational funds expire at the end of June and do not carry over to the next academic year. These funds can only be used for necessary expenses approved through your organizational funding request and typically include, but are not limited to, travel expenses, conference registration, and lodging expenses. Several organizations on campus also have a club account as well.

Any questions you have on spending club or organizational funds should be directed to the Student Life office and/or the Finance Department.

Payment Request Form 

Check requests need to begin with a payment request form, available in a PDF version or an online request form. This may be used for reimbursement purposes or to pay an invoice. A receipt or invoice must be attached and the college must have a W9 filled out by the person or group receiving the payment. The college does not pay or reimburse for tax (with the exception of meals and hotels) and itemized receipts are required for all food purchases. Forms need to be submitted to the Student Life office. Please allow a minimum of two weeks to process these requests. Checks can be mailed when ready or you can be notified to pick up the check in person.

P-Card 

The P-Card should be used when traveling off-campus. Advisors with a P-Card should follow the guidelines set forth by the Finance Department on P-Card usage. A copy of your club or organization P-Card expenses should be sent to the Student Life office.

Cash & Visa Card Requests 

There are a few times a year when clubs request cash and/or visa cards for off-campus travel. These are often used for necessary travel expenses including meals, taxi, etc.

Each student will need to sign for the cash/visa card and return proper receipts (itemized receipts for food) and/or unused funds to the Finance Department upon return from the off-campus experience. The two forms include the Cash and/or Visa Card Request and the Travel Money Allowance Agreement.

Club and Organization Account Balances 

Student Life can answer any questions you have on current balances and how to understand these accounts.


Cydney Anderson

“It was really important to me that I was able to get involved at the college I chose. Kirkwood is small enough for me to be a part of everything, but big enough to have all the opportunities I want.”

Cydney Anderson,
Avoca, Iowa


Questions?

Kirkwood Student Life

114 Benton Hall
(Temporarily Located at the Rec Center)

Please note, the doors to the Rec Center may be locked during normal business hours to allow for frequent cleaning. You can see their hours here. If you arrive and the doors are locked, please call the number above or email us at student.life@kirkwood.edu.

Phone: 319-398-5578

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