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Club Registration Frequently Asked Questions
How do I register a club?
To register a club for the semester you must submit an Online Club Registration form. The form is available on the Student Activities website under the FORMS tab. Before you begin completing the form make sure you have the following information: names, phone numbers, email addresses, and student ID numbers of all officers; and the names, phone numbers, and email addresses of the club advisor(s).
Additional paperwork required include: Account Authorization form and Constitution (new clubs only). Clubs are also required to send new officers to at least one (1) club orientation.
Do I have to register my club each semester?
Club registration is for one academic year (fall and spring semesters only). Clubs that registered in the fall, DO NOT have to register in the spring. However, if a club needs to update it's officers or the Account Authorization form, the changes must be submitted by the registration deadline.
Who can serve as an advisor?
Faculty, adjunct faculty, and administrators can serve as advisors. Classified staff can serve as co-advisors with a faculty, adjunct faculty or administrator.
Are there requirements to be a club officer?
Yes. All students interested in serving as the club President, Vice President, Treasurer, Secretary, or ICC Representative must be enrolled in a minimum of four units and cannot be on academic or progress probation; or disciplinary probation. Before submitting the online club registration form, make sure the students elected to serve as officers meet the minimum requirements.
Can a student serve in more than one officer position?
All clubs are required to submit a different name for the position of President, Vice President, Treasurer, and Secretary. A student serving in one of the positions listed above, may serve as the ICC representative. During the semester an officer may serve in more than one position on a temporary basis until the club identifies a new officer to fill the position.
Which officers should sign the Account Authorization form?
At least one officer (President, Vice President, Treasurer, or Secretary) must sign the form. Anyone listed on the form will be allowed to sign-off on payment request forms for the club account. The Office of Student Activities recommends having at least two students sign the form, the Treasurer and President. This way if the Treasurer is not available the President can still sign the form in order to process the payment. Forms submitted with names of students not listed as officers (i.e., President, Vice President, Treasurer, or Secretary) will be returned incomplete.
Our club has two advisors; are both advisors required to sign the Account Authorization form?
The club may choose to have only the primary club advisor sign the Account Authorization form. However, the Office of Student Activities recommends having both advisors sign the document.
What is the ICC?
ICC stands for Inter Club Council. ICC coordinates inter-club activities like Club Rush, Club Night, and ICC meetings. The council is made up of one representative from each registered club. Each ICC representative is allowed one vote. ICC meetings are scheduled for the first and third Thursday of the month (fall and spring only) from 1:30pm-3:30pm in the Rauhuff boardroom. Meeting attendance is required.
What is a constitution?
A constitution is a document that explains the purpose and rules of an organization. Typically the constitution will include the following sections: Name, Purpose, Members, Officers, Elections, Meetings, Parliamentary Procedures, and Amendments of Bylaws. If your club/organization is affiliated with a national organization there maybe additional sections required.
As per the ICC constitution Article 3., Secton 1. Membership.
“Membership in all chartered clubs shall be made up of students currently enrolled at Delta College. Clubs may give honorary memberships to non-students if so written in their constitution. Clubs shall not discriminate on the basis of age sex, race, color, creed, national origin, religion, sexual preference, physical limitations, or socioeconomic status.”
New clubs are required to submit a constitution to the Student Activities no later than eight weeks after the start of the semester of application.
Our club already has a constitution on file; do we have to submit another one?
No, the club does not need to re-submit the constitution to the Student Activities office. The one exception is if the club has made changes. However, the changes do not need to be submitted by the eight week deadline. Clubs can submit changes to the constitution at anytime during the semester.
What is Club Rush?
Club Rush is a week-long event where clubs set-up tables in the quad and promote their club to the student body. Many clubs decorate their tables with pictures, books, displays, etc., exhibiting past club activities, club values and interests, art, publications, fliers, and future events. Each club must be present at least one day during the week-long event. In order to be counted as a participant a student and/or advisor must be present at the club’s table during roll call (9am-11am). Clubs are allowed to set-up a table everyday of the event, but it is not required. Check the ICC website for dates and times. http://deltacollege.edu/dept/stuactivities/icc_page.html
What is Club Orientation?
Club orientation is a training for new officers. During the training the Director of Student Activities reviews the process for reserving a room on campus, hosting a fundraiser, and managing club funds. Officers also receive information on contracting artists and speakers, ICC requirements, field trips and an explanation of various forms. Check the Student Activities calendar of events for dates, times, and locations of trainings.
Using Campus Facilities for Registered Student Organizations (RSOs) Frequently Asked Questions
How can my club reserve a room for a meeting or event?
Registered Student Organizations (RSOs) can request a room for a meeting or event by completing a Facility Request form, available in the Student Activities office.
The club advisor must approve the request before it is submitted to the Student Activities office for approval.
Facility Requests must be submitted a minimum of two weeks in advance of the date of the event or meeting.
How can my club request to have a table in the quad?
To reserve a table in the quad the RSO must submit a Facility Request form. After the reservation is approved the advisor is required to submit a work order to request to have tables and chairs set-up in the quad.
Can the staff in the Student Activities Office tell me if a room is available?
With the exception of inquiries regarding the Rauhuff boardroom, Office of Student Activities staff is not able to provide information regarding room availability.
Questions regarding the availability of rooms can be directed to Tina Leal, the Facilities Coordinator at 954-5427 or email@example.com.
Does it cost money to reserve space on campus?
Registered Student Organizations (RSOs) are not charged rental fees to use campus facilities. However, if a RSO reserves Tillie Lewis Theater, Atherton Theater, Blanchard Gym or Marcopolis Gym, the group will be responsible for staffing fees, equipment fees and related ticketing fees.
RSO’s may also be charged for additional security personnel and overtime charges for custodial staff for weekend events.
How will I know if the room my club requested is confirmed?
Once the Director of Student Activities has approved the Facility Request, the form is provided to the Facility Coordinator in the Arts and Communication division. The Facility Coordinator is responsible for scheduling the room.
If the room is not available the form will be returned to the club mailbox with a note explaining that the room is not available and asking the club to select another room or date.
If the room is booked a yellow carbon copy of the form will be placed in the club mailbox. Additionally there will be a reservation number written on the top right corner of the form.
Typically it takes one to two weeks for a reservation to be processed. Questions regarding the status of a room reservation can be directed to the Facilities Coordinator, Tina Leal at 954-5427 or by email at firstname.lastname@example.org.
How can my advisor get a key for room?
To request a key or omni code for a room, the advisor will need to email email@example.com. The following information must be provided in the email: the event date, purpose of the reservation (e.g., club meeting, event, etc.), and the reservation number. Key requests must be submitted one week prior to the date needed.
Once the key is ready the advisor will receive an email from firstname.lastname@example.org. If the advisor is unable to pick-up the key, a student can pick up the key on behalf of the advisor. However, the advisor will need to notify email@example.com that a student will be picking up the key. The student will need to present a photo ID when picking up the key.
The room my club requested does not have an LCD projector, how do we request one?
If an RSO would like to request audio/visual equipment such as: an LCD projector, screen, laptop, TV, PA system, microphones, etc., for a confirmed reservation the advisor is required to submit a work order through the Web Help Desk feature listed under Faculty and Staff Resources on the Delta College webpage.
Instructions for Requesting AV Equipment
Is my club responsible for setting up the tables and chairs and cleaning up after the event?
If your event requires a special set-up or you need equipment (e.g., table, chairs, podium, stage, etc.) the advisor is required to submit a work order through the Web Help Desk feature listed under Faculty and Staff Resources on the Delta College Webpage.
Instructions for requesting equipment and/or an event set-up:
Instructions for requesting to have a location cleaned before and/or after an event:
Maintenance/Facilities work orders must be submitted a minimum of two weeks in advance of the event. Last minute requests may not be approved.
An off-campus organization/business would like my club to sponsor them to use the campus facilities, what is the process?
Whether an outside organization would like the club to sponsor them for a table in the quad or an event on campus, the club must submit a Facility Request form and other related requests (i.e., keys, audio/visual, event set-up, custodial clean-up, etc.) for the event once the reservation is confirmed. Any charges related to the event for staffing, equipment or ticketing fees will be charged to the RSO’s account.
Whenever expenses will be charged to an RSO’s account, the officers and advisors should work with the outside organization/business to make arrangements for how the club will be compensated for charges.
Even though it is the fall semester, can my club submit a Facility Request for the spring semester?
RSO’s can submit a Facility Request to reserve a location for an event or meeting taking place in the spring semester during the fall. However, if the group does not maintain active status during the spring semester, the reservation will be cancelled by the Director of Student Activities.
Can my club submit a Facility Request for the summer term during the fall or spring semester?Facility Request for summer term cannot be submitted during the fall or spring term. In order to reserve a room during the summer term, the club must be registered for the summer term.
San Joaquin Delta College