Student Clubs

ICC meetings are held on the first and third Tuesday of the month from 9:30 a.m. to 11 a.m. in person and on Zoom (or until business is concluded).

Online Location:
All Zoom links and meeting schedules can be found on BC Connect. 
Zoom accounts are free for participants at www.zoom.com

The ICC is governed by the ICC Bylaws and uses Robert's Rules of Order to run meetings.

To add something to the ICC agenda, please log into BC Connect and use the ICC Agenda Item Form.

DEADLINE TO SUBMIT ICC AGENDA ITEMS: Agenda items must be submitted by Thursday at noon before the meeting at which they will be reviewed. 

ICC funding proposals need to be emailed to the appropriate contacts no later than 11:00 a.m. on the Tuesday before the ICC meeting where it will be considered. 

All funding requests must include an itemized budget. Your club may generate its own budget or use this Itemized Budget Template. ICC funding proposals must be submitted no later than 12:00 p.m. on the Thursday before the ICC meeting at which they will be considered.

ICC meetings are held every first and third Tuesday of the month from 9:30 am to 11 am at the Main Campus in room CC116 and on Zoom. Please read the ICC Funding Policies below prior to completing steps 1-3.

ICC Funding Proposals will not cover any gas, meals, or transportation expenses; only admission or activity tickets can be requested. 

Step 1
Log in to BC Connect and complete the ICC Funding Proposal. 

Step 2
You must have a club representative in attendance to present your proposal and answer questions at the ICC meeting where the item will be considered. If a representative is not present, your proposal will be tabled or dismissed.

Step 3
Complete the ICC Evaluation Form after the completion of your project. This form is due before you may be considered for future funding.

• ICC Agenda Item Form (use for funding requests or action and discussion items)

• Club Funding Policies

• Green Purchasing Policy

• ICC Evaluation Form

ICC Funding Policies

Good Standing
To be eligible to request funds, clubs must be registered for the current semester, have attended a minimum of 2 consecutive ICC meetings, and have their Club Constitution uploaded to their BC Connect portal. 

Any club that absents itself from three regular meetings of the ICC in one semester, or fails to appoint an ICC representative to attend the meetings in-person/Zoom or submit electronic club reports, may be ineligible to request funds.

Apparel Proposals
When submitting a proposal for the ICC to fund t-shirts or other apparel, the club must:

• Must meet the Green Purchasing Policy Guidelines (Visit butte.edu/icc to review policy)
• May not request more than 50 shirts/items or $300, whichever is met first.
• Must submit an official quote for production. More than one quote preferred.
• Must submit a draft of the t-shirt design.

Reoccurring Event Proposals
Reoccuring event proposals will be funded in the following order:

• 1st submission up to the full amount if approved by the ICC
• 2nd submission up to 70% if approved by the ICC
• 3rd submission up to  50% if approved by the ICC
• 4th or more submission  up to 30% if approved by the ICC

*NEW: Apparel can be included in the events/project proposal budget when the apparel contributes to the event/project (ex, volunteer shirts). The t-shirt limit will not be applied (a detailed description must be included in the proposal for justification). 

Fundraising Proposals
ICC funding for fundraising projects will be limited to no more than $300 per club per academic year.

Time Period for Funds
The ICC will not fund proposals for future academic years.  All proposals must be for and used within the current academic year (September to May).

Maximum Requests
The maximum amount allotted for any club is 10% of the amount awarded to the ICC for the academic year. 

Proposal Deadline
Proposals must be submitted via this form no later than the Thursday before each ICC meeting by 12 pm.

Traveling can be a great experience for your club! Use the steps below to help guide you through a successful trip!

• Create your Travel Itinerary: Itineraries should include activities, travel dates, times, destinations, locations, and transportation. View a sample itinerary
• Meet with Student Life: Once you have created your travel itinerary, please schedule an appointment with the ICC Advisor, Karla Guzman Mohedano.
  EMAIL ICC ADVISOR 
  During this meeting, you will:
  • Submit your completed itinerary to generate a TR Number.
  • Receive all required travel forms necessary to complete your Travel Request (TR) and a timeline to return completed forms.
  • Calculate maximum meal reimbursements if applicable.
  • Discuss all travel reservation and registration processes.
• Submit Travel Forms: Travel forms must be completed and reviewed by the Office of Student Life a minimum of 2-6 weeks before the dates of travel, depending on where you are going. In addition, waiver forms are also required for all traveling students and staff. Please submit waiver forms to the Student Life Secretary with your completed travel documents.
  
  Travel Request Forms
  • Request for Field Trip or Excursion Form
  • Field Trip or Excursion Participant - Complete List
  • Field Trip or Excursion Participant Notice
  • Student Waiver Forms for Travel
  • Field Trip Agreement Form

Timeline for Travel in California - 2 weeks

You should complete your travel forms at least two (2) weeks before the trip. This will allow time to obtain approval of the ICC Advisor, who has oversight responsibility over campus clubs.

Timeline for Travel Out of State - 6 weeks

If the field trip or excursion extends beyond the geographical boundaries of California, you should complete your travel forms at least six (6) weeks before the trip. This will allow time to obtain approval of the ICC Advisor, who has oversight responsibility for campus clubs; approval of the Vice President for Student Services; and approval of the Butte College Board of Trustees at least one month before travel is to occur.

All club travel must be approved by the appropriate administrators before your departure. Late travel forms may result in non-travel.

• Complete Travel: Within 2 weeks of your return, you must meet with the Student Life Secretary to close out your Travel Request. This process will initiate reimbursements, mileage, and any other expenses incurred.
  Please bring all that apply:
  • Meal Acknowledgements
  • Lodging Check-out Portfolio
  • Registration Receipts
  • Auto Rental or Taxi Receipts
  • Parking Receipts
  • Other Travel Related Receipts (this includes transportation fuel)

Funding for Travel

• Club Funds: Clubs may use their club account to pay for travel. To ask about your account balance, contact the ICC Advisor.
• A.S. Grants: Clubs may request travel funds through the A.S. Grant process. Grant applications must be submitted the semester prior to travel. 

Running your first club meeting of the year:

• Always create an agenda to help the club stay on track and accomplish tasks - see below

• Bring enough copies of agenda for all members

• Delegate someone to take meeting notes during the meeting

• Faculty advisors should be present at all official club meetings

Sample Agenda for Club Name

Set your date, time, and location
September 15 / 2 p.m. - 3:30 p.m. / Campus Center Lounge

• 2:00 p.m. - Short icebreaker game to get to know club members

• 2:10 p.m. - Confirm semester meeting days/times/location

• 2:20 p.m. - Complete the Club reactivation form (for returning clubs)

  • Complete the Intent to Establish a Club form (for new clubs)

• 2:40 p.m. - Review Club Constitution / Mission / Roles (for returning clubs)

  • Construct a club constitution and mission (for new clubs)

• 3:15 p.m. - Set meeting day for officer elections (president, treasurer, secretary etc.)

• 3:30 p.m. - Adjourn

Make time for each club member to share their project ideas and goals for the club. As a group, decide which projects or goals you will take on for the semester or year.

Sample Club Goals

• Increase membership to 20 members

• Fundraising goals of $200 each semester for end the year potluck

• Hold an event on campus to raise awareness about a topic

• Attend a conference or competition• Maintain weekly meetings for club activities (chess games, films, etc.)

Understanding your own strengths as well as the strengths of your club members can help your club maximize talents and better understand members. By learning more about the strengths of members clubs can better engage and support each other during their time together.

Contact the Office of Student Life for activities that will help you find your strengths as individuals and as a club.

BC Connect Events

Let students find your club activities in BC Connect! By adding your club meetings and events in BC Connect ALL Butte College students can find and learn more about your club activities.

Posters and Fliers

Posters and fliers should be made by the club. Microsoft Publisher is a useful tool for creating fliers. Most Butte College computers have MS Publisher and it is also free to students using Office 365 on personal devices.

• Printing on Campus

  • All files ready for print should be saved as .pdf

  • All files should be 8.5 x 11 or 11 x 17

  • Files should be emailed to Becca Hansen at hansenbe@butte.edu with printing instructions (quantity, color/bw, size)• Prints can be picked up from the Office of Student Life (usually within 5 business days)

• Posting on Campus

  • All posters must be stamped for approval from the Office of Student Life

  • All posters come down at the end of the month

  • All posters must contain: Club name, Club contact, event date/time/location (if applicable)

Banners and Table Cloths

Banners and custom table cloths are great for hanging off club tables, events, or parades. These items are purchased off campus and typically cost between $100-$200. Contact the Office of Student Life for more information on this process and suggested vendors.

District Announcements

District Announcement emails are sent to all faculty and staff on campus every Monday and Wednesday. District announcement submissions may only be sent by the club faculty advisor. Announcements must be 150 characters or fewer. 

Tabling without Submitting a FUR

A Facilities Use Request (commonly called a FUR) is a form that is typically filled out when departments or clubs hold any sort of activity on campus. However, clubs may table on campus without needing to submit a FUR if the following criteria is met:

• Tabling location will be in the Campus Center (First floor lobby, First floor Lounge, Cafeteria) or anywhere outdoors (excluding walkways, landscaped areas, doorways, etc.)

• Tabling will occur during normal campus operating hours

• Non-district persons will NOT be present

• Tabling does not require FPM services, space rearrangement, or notification of Campus Police

Steps to table on campus without a FUR

• Contact the Office of Student Life and provide the date/time/campus location for tabling. At this time indicate what equipment will be needed (see available equipment below)

• On the tabling day come to the Office of Student Life to pick up (and sign-out) items.

When the internal FUR process is required

Club Advisors should follow the internal FUR process if any of the following is true of their club activity. 

• Additional facilities equipment is needed (audio/visual, dining services, additional tables, etc.)

• Space rearrangement is needed

• Clubs wish to table in buildings other than the Campus Center (ie Arts, AHPS, CHC, etc.)

• Non-district persons will be present

• Campus Police needs to be notified

Large Events

If your club intends to hold a large activity, demonstration, or event, please notify the Office of Student Life so we may provide guidance to our campus policies and procedures for large and/or public events.

The Office of Student Life has the following equipment available for clubs to use for events, activities, or team building activities. Clubs should contact the Office of Student Life for instructions on how to borrow items.

• 6 ft folding table and chairs

• Pop-up shade tents

• A-frame (sandwich boards)

• Sports equipment (soccer ball, Frisbee, hula hoops, ladder ball, limbo, football, bean bag toss)

• Inflatable lounge chairs (air sofa)

• iPad mini

• Square (for accepting credit/debit card payment on a device)

Eligibility

Club Advisors must have part or full-time faculty status and be employed each semester of their advising duties. If no faculty are available, a manager may serve as the Club Advisor with their supervisor’s permission. Two or more faculty/management may advise a club together as Co-Advisors. Co-Advising is a great way to split up the responsibilities of supporting a club. Co-Advisors will both be listed as club contacts and will also split the stipend amount.

Expectations

1. Our club will be open to all Butte College students regardless of gender, race, color, gender, sexual orientation, ethnic or social or national origin, class or property, generation, features, languages or dialect, religion or belief or personal philosophy, political opinion or persuasion, membership of a national or indigenous group, birth, or abilities.
2. We have read and are familiar with the Club Packet. We understand and accept the regulations and responsibilities regarding student organizations and general student conduct at Butte College. Specifically, we understand that alcoholic beverages may not be served or consumed at any formal or informal gathering of the student organization we represent, including to individuals who meet the federal drinking age.
3. In order to stay in good standing and retain voting privileges and funding eligibility from the Inter Club Council, we understand that our organization must be represented at ICC meetings each semester. ICC meetings are held on the 1st and 3rd Tuesday of the month from 11 a.m. to 12:15 p.m. in the SAS boardroom (3rd floor). We understand that Faculty advisor(s) must be present at all official club meetings.
4.  As leaders of an accredited student organization, we recognize that we will be trusted with decisions and resource allocations on behalf of the entire student body. We will use allocated funds only in a manner consistent with the policies and procedures. We will work to create an inclusive environment for all club members and will not tolerate disreputable acts of others. Furthermore, we will professionally conduct all club business.

Resources

The Student Life Office has a wealth of resources for advisors and club members. Stop by or contact the ICC Advisor for information on topics including: advising tips, leadership, group dynamics, group development, team building activities, conflict, fundraising ideas, event planning and more.

Advisor Stipends

Advisors will receive a stipend monthly starting the second semester of club advising (the first semester is probationary). To receive a stipend, faculty must fill out the required district forms at the beginning of each semester. If faculty are sharing the responsibilities with other advisors, the stipend will be split equally among them. If faculty are advising more than one club, the stipends will be combined.

• 5 to 6 Weeks Before Semester Ends: Your Club should be using the final weeks of the year to properly wrap up projects and tasks. Final meetings should be used to determine and discuss the following:
  • What tasks need to be finished before the year ends to wrap up projects for the current year. This may include any reimbursements, travel, or other club account housekeeping.
  • Who is leaving / Who is returning
  • If an advisor is leaving - use these weeks (and your current advisor) to begin your recruitment of a new faculty advisor. Having this in place now for the following year is helpful.
  • Who is interested in leadership roles for next year?
  • If a current club president or other officer is leaving, use this time to mentor or train members who may be interested in a leadership role in the following year.
  • Consider taking a leadership position in the ICC
• 3 to 4 Weeks Before Semester Ends: Your Club should be using the final weeks of the year to properly wrap up projects and tasks. Final meetings should be used to determine and discuss the following:
  • Release: Pass on any password/account info, portfolios/paperwork, materials/items, etc. if needed
  • Reflect: What went well this year and what could be done another way?
  • Relax: Plan an end-of-the-year party or a simple get-together. You likely worked hard all year - take time to get together to have some fun!
• 1 to 2 Weeks Before Semester Ends: By the final two weeks of the semester, most students are focused on finals and summer vacation! Most clubs will opt not to meet during this time.