Club Resources

 All student clubs must be chartered and maintain their registration to enjoy the benefits of being an official club at COD. Every chartered club must update their officer list and advisor form each fall semester by the deadline set by the Office of Student Life.

• Fall Semester Deadline: Four weeks after the start of the semester.
• Spring Semester Deadline: Two weeks after the start of the semester if there are any changes from fall.
• Club Leadership Registration Form
• Club Advisor Registration Form

Student club events must be scheduled through the Office of Student Life. All club events must be submitted using the event registration form. Each club is unique in the type of events they host. Setup a meeting with Jelymar Mejia, Club Specialist, if you have any questions that are not answered in this section.

Timelines for Events

When clubs submit event or space requests, the Student Life Clubs Team must work with many other departments on campus to make your event possible. Any new club event or meeting request that does not adhere to the request timeline cannot be approved. 

The following timelines were established with that in mind. 

• At least two weeks for club meetings/events in non-specialized classrooms, that do not require catering or contracts
•  At least four weeks for club meetings/events in specialized rooms, requiring on campus catering or contracts
• At least 6 weeks for events requiring outside catering or Facilities or AV setups (SRC 2000, SRC 2131, CHC 2001, HSC Atrium, TEC 1038A/B)

Items Available for Check Out

Clubs can check out items through the front desk at Student Life. Visit the Student Life front desk for the most current list of checkout items. Advisors can also reserve equipment from the COD Library.

• A-frame signs
• Button Maker Machine 
• Board Games
• Comment (Ballot) Box
• Donation Bins
• Dry Erase Sign Posts
• Markers/Erasers
• Tabletop Easels
• Plinko
• Popcorn Machine
• Prize Wheel
• Rolling Cart/Flatbed
• Tablecloths (green & gray)

Does your club want to have food at a meeting or event? You must follow the college policies on catering.

On-Campus Catering

On-Campus Catering is provided through Sodexo. On-campus catering requests must be submitted at least two weeks prior to your meeting or event.

Off-Campus Catering

Off-campus catering requires specific documentation from the caterer. Club should work with the Student Life Clubs Team to gather this documentation. An off-campus food-waiver takes at least six weeks to complete.

Pizza

For an off-campus pizza request, club officers should stop by the Student Life front desk (SSC 1111) to fill out a pizza waiver. Pizza waivers must be received at least five business days prior to your meeting or event.

Non-Perishable Foods

Clubs can use their funds to purchase up to $400 in non-perishable foods for club meetings or events. Non-Perishable foods do not require heating or refrigeration. These includes items such as chips, cookies, beverages, etc.

All student clubs are self-funded.  Each club will receive a College account number to facilitate financial transactions.

The advisor and treasurer of the group should work together to keep the financial records of the club. Student Life staff is available as a resource if you need assistance with financial procedures. Absolutely no off campus accounts are allowed. Absolutely no club funds should be held by the advisor or members of the club if a club is found to be in violation of either of these, the club charter may be revoked. For questions about financial transactions and reimbursements contact Jacqueline Rangel at rangelj7781@cod.edu.

Deposits

All money raised, donated or collected must be deposited into the club account. This can be done at the Student Life Front Desk, SSC 1111.

Reimbursements

In order to be reimbursed the club officers must submit a Reimbursement Form. The Reimbursement Forms will be routed to an advisor for approval. Students are reimbursed via checks which are only cut once a month.

Therefore, depending on when the paperwork is submitted to Student Life, it can take up to five weeks to receive a reimbursement.  All club expenditures should be approved in advance by the club officers and advisor. All reimbursements should be submitted within 15 days of purchase. Club advisors should submit their reimbursement requests through Concur.

Tax-Exemption

The College does not reimburse sales tax so be sure to use a tax exempt letter which is available at the Office of Student Life Front Desk. Tax exempt letters are to be used for College business only.

Club Grants

The Office of Student Life offers grants to student clubs to assist in furthering the mission of the club. Currently we are offering grants in the area of leadership development and club collaborations. Applications for Student Club Grants will be reviewed and approved by the Student Life Club Team. Grants will be distributed based on fund availability and financial need. See the Club Handbook for more information about available club grants.

Vendor Program

Clubs can participate in our vendor program on campus. At the beginning of the school year a request will go out to clubs asking them to sign up for the program.

The Office of Student Life coordinates the scheduling of the vendors on campus. The vendor program receives a flat fee or a percentage of the sales from each vendor when they are on campus. That money is collected for the year and then divided up between the clubs who have indicated they want to participate in the program. Those proceeds are deposited directly into the club’s accounts. Clubs must opt in during the registration window to participate in the program.

Payment Collection Options

Clubs can collect funds in the form of cash, checks, and card payments*. Because outside bank accounts are prohibited, clubs may not set up their own electronic payment systems, such as zelle, venmo, or gofundme, or use a mobile card reader not provided by the college.

Card payments can be taken in the Office of Student Life or by requesting a college issued mobile card reader.

Contact Jacqueline Rangel at rangelj7781@cod.edu to setup payments through the front desk or request a mobile card reader. Clubs can also utilize the College’s PayPal account. Please note PayPal does take a small portion of sales collected (2-3%) clubs should plan for this accordingly.

Clubs can take advantage of the following advertising and marketing resources to reach students

Tabling

Information tables are a great way to inform students about your club. Clubs can table at events such as the Student Life Fair or in the student club tabling location outside of the cafeteria. To reserve a club table outside the cafeteria clubs  Tabling guidelines can be found in the Club Handbook and on the Tabling Request Form.

On-Campus Posting

• Bulletin Boards - Only materials promoting events/services sponsored by a college department or a student club/organization may be posted on campus bulletin boards. All materials must include the sponsoring COD group or office's contact name and phone number. All other postings will be removed and discarded. Bulletin boards will be checked every week for outdated and non-COD related postings.
• Plasma screens - To get posts on the campus plasma screens, send your images to the Student Life Clubs Team at studentlife.clubs@cod.edu. Student Life will submit club postings on behalf of student clubs only.
• Online Club Accounts: Student Clubs are allowed to create social media accounts and/or email accounts for the group. Login information for said accounts should be kept by the advisor to ensure they are transitioned from one year to the next. Due to college IT security policies, student clubs cannot currently have @cod.edu email addresses.
• Printing: Clubs are responsible for covering the cost of printing. Clubs can make up to 25 black ink copies per day on the copy machine in the Office of Student Life. The front desk staff will assist with making copies. Additional copies or color copies can be made directly through Print Services by providing your club account number and advisor approval. This charge will be billed directly to your club account.