The Center for Leadership and Service runs the Highline College Clubs program.

The Center for Leadership & Service (CLS) provides experiences to enhance growth and learning outside of the classroom. We invite the campus to engage in student leadership opportunities and involve students in learning communities. The Center for Leadership and Service ensures environments are created that empower students in the context of Servant Leadership: honoring connection and relationships, emphasizing social justice awareness, and promoting action as a global citizen.

Everything we do, we believe in creating communities and building leaders. The Center for Leadership & Service and Center for Cultural & Inclusive Excellence believe in serving with intention through the following leadership pillars.

Global Community
All people deserve an abundance of opportunities to authentically connect with one another and be in community. We foster access and culturally responsive ways of leading and making change in our society.

Inclusion
Leaders work with a generous purpose and use their skills to honor the diversity and intersecting identities at Highline College. We work on behalf of our community and seek culturally responsive ways to affirm, highlight, uplift and advance their vibrant voices.

Legacy
Leaders acknowledge that our work is not done overnight, that we build upon the shoulders of giants. Leaders honor the foundations set before them, and are fearless in innovating and creating their own work.

Social Justice
Recognizing the complex intersections of identities within our communities, we equip students with a broader perspective and educate them to deconstruct oppression, empowering them to be social change agents. We provide experiences to reconstruct social behavior and frameworks needed for all to advance in a more equitable society.

Sustainable Excellence
Student leaders are community members and scholars first. We maximize our greatest potential by practicing self-care. Our highest standards are actualized through showing up as our best selves.

Transformative Leadership
We inspire students to narrate their own story by creating space that allows growth and development. We challenge our community to find their authentic voice, to honor their value and belief systems while discovering their identity. Our work is student-centered; our impact transcends to the greater community.

Servant Leadership
You can learn more about Robert K. Greenleaf’s conception of Servant Leadership on the Center for Servant Leadership website Center for Servant Leadership website.

CLS Professional Staff	CCIE Professional Staff
Geomarc Panelo Director, Center for Leadership and Service (206) 592-3537 gpanelo@highline.edu	Edwina Fui Director, Center for Cultural and Inclusive Excellence (206) 592-3903 efui@highline.edu
Tuan Dao Program Specialist II - Budgets (206) 592-3255 tudao@highline.edu	Cindy Arias Inter-Cultural Center Leadership Advisor (206) 592-3257 carias@highline.edu
Cassie Geraghty Clubs Program Leadership Advisor (206) 592-3892 cgeraghty@highline.edu	Fuifui Ah Kuoi Mentorship Programs Leadership Advisor (206) 592-3901 fahkuoi@highline.edu
Jeffrey Kurnick International Engagement Leadership Advisor (206) 592-3918 jkurnick@highline.edu	Yara Bautista-Penafiel Program Assistant (206) 592-3258 ybautistapenafiel@highline.edu
Yuan Angelo Fernandez Granil Program and Marketing Leadership Advisor (206) 592-3256 yfernandezgranil@highline.edu	Chino Gonzalez Q-Center Leadership Advisor 206.592.3295 kgonzales@highline.edu
Isabelle (Izzy) Wroblewski Associate Dean for Student Life (206) 592-4319 iwroblewski@highline.edu

Clubs Consultants (CCs) are the student leaders employed by CLS to directly support the clubs and student organizations at Highline College. These students work together to guide club/student org leaders through the club recognition process, plan events, and offer ongoing workshops. They are available for consultations, administrative support or whatever your club/student org needs! When you have a question about anything club/student org related, the CCs should be your first stop. They can be reached at clubteam@highline.edu

In order to conduct activities on campus, student clubs/student orgs must obtain official recognition from the Associated Students of Highline College (ASHC Student Government). Club recognition guidelines are as follows:

1. The club/student org must have two club leaders (i.e. President and Vice President).
2. The club/student org must maintain a minimum membership of 5 currently enrolled Highline College students, including the President and Vice President.
3. The club/student org must have a faculty or staff club advisor. It is recommended that clubs have a club advisor whose experience aligns with their club’s objective or purpose. Club advisors do not have to attend club meetings, but are strongly encouraged to do so. Staff and faculty are able to serve as Club Advisor to multiple clubs/student orgs, as long as the commitment does not detract from duties of being a club advisor to each individual club/student org.
4. The club President and Vice President must meet with their faculty or staff club advisor(s)–in-person or over video call–at least once prior to the ASHC meeting at which their club will be recognized, to formally meet one another, discuss the vision and goals of the club, and confirm that the advising partnership between the club members and staff or faculty member(s) will be a good fit. Following this meeting, club advisors will need to sign and submit to the Clubs Program Leadership Advisor a Club Advisor Agreement Form, indicating that they consent to advising the student club or organization.
5. Club/student org leaders must complete a Clubs Form.
6. President and Vice President must complete:
7. Club Leader Training (with a Clubs Consultant)
8. Vector Solutions Training: Hazing and Sexual Assault Prevention – Proof of completing these two Vector Solutions Trainings can be in the form of emailing Clubs Consultants a screenshot or file of their completion certificates.
9. At least one club representative is encouraged to attend the Associated Students of Highline College (ASHC) meeting at which their club will be recognized, so that they can speak as a representative for the club.
10. Within 14 days of club recognition, club/student org leaders must fill out a Clubs Form to reserve in-person and/or online meeting space.
11. In order to stay recognized, clubs must hold regular meetings at least twice per academic quarter.
12. In order to stay recognized, over the course of every academic quarter (Fall – Spring) clubs must maintain an average club meeting attendance number of at least 5 attendees.

1. Clubs/student org officers must maintain consistent leadership.
2. Understand the purpose and objectives of your club/student org.
3. Club/student org officers must complete Club Leader Training and Vector Solutions Training: Hazing and Sexual Assault Prevention within 30 days of appointment to their club/student org leadership position.
4. To renew club/student org activities for the new academic year (starting in Fall), club/student org officers must repeat Club Leader Training and Vector Solutions Training: Hazing and Sexual Assault Prevention within 30 days of the commencement of Fall quarter.
5. Maintain regular and consistent communication with Clubs Consultants, the Clubs Program Leadership Advisor, and the Center for Leadership and Service. Check your student email regularly and respond to communication in a timely manner.
6. Take attendance at every club meeting.
7. Build a sense of community and inclusion within the club/student org and promote leadership development of individual self, members, and others.
8. Act as liaisons between your club/student org and The Center for Leadership & Service (CLS), working directly with Clubs Consultants and the Clubs Program Leadership Advisor.
9. Maintain open membership to all students of Highline College on a non-discriminatory basis. Exceptions to open membership are chapters of national associations whose bylaws require limitations on memberships; These limits can only be based on class standing, academic standing, and/or academic major. An organization may choose to include community members (not Highline students) so long as it does not limit the participation of Highline students.
10. During all club/student org activities–on campus, off campus, online, or traveling–Highline College students must follow Student Conduct Code. Report any behavioral concerns about club members who are currently enrolled Highline College students to the Highline College Office of Community Standards and Student Conduct by either email (conduct@highline.edu), over a phone call (206) 592-3354, or directly online. Report any behavioral concerns about club members who are community members (not currently enrolled in Highline College) to Public Safety by either email (publicsafety@highline.edu) or over a phone call (206) 592-4836. Also inform the Clubs Program Leadership Advisor of any behavioral concerns about club/student org members.
11. Community members allowed to participate in Highline College clubs/student orgs are expected to follow the Student Conduct Code.
12. Facilitate representation of the club/student org at ASHC meetings (can be any member(s) of the club/student org). Club recognition, club/student org funding, and policy decisions that impact Highline students are made at these sessions. One representative from each club/student org holds one full vote on all decisions made at the ASHC Student Council sessions. Quorum (the minimum number of qualified voters needed to be present in order for voting to be fair) for ASHC meetings to take place is the presence of at least 4 different clubs/student orgs;  Without a quorum, ASHC meetings cannot take place.
13. Have a club/student org representative, or representatives, participate in quarterly Clubs Fairs. Clubs Fairs are a great way to advertise your club/student org to Highline students, gain new members, and share what you’ve been up to.
14. Have a club/student org representative, or representatives, participate in Clubs Round Tables, which occur several times per year. Clubs Round Tables are a great way to learn new club/student org leadership skills, review important club/student org leadership policies and procedures, ask questions, share club/student org news, and meet, socialize, and collaborate with other clubs/student orgs and their leaders.
15. Immediately notify Clubs Team of any changes in club/student org name, designated leaders, club/student org purpose, etc. by filling out a Clubs Form.
16. To establish when and where club/student org meetings will take place, submit a Clubs Form by the deadlines listed on page 21. Wait for approval from the Clubs Program Leadership Advisor. Club/student org meetings cannot take place without approval from CLS.
17.  For any and all club/student org special events and travel, submit a Clubs Form by the deadlines listed on page 21. Wait for approval from the Clubs program Leadership Advisor. Club/student org events and travel cannot take place without approval from CLS.
18. Complete and submit any other forms necessary for club/student org activities (funding, travel, etc.) by their deadlines.
19. Manage club/student org publicity and any social media accounts responsibly. Follow the Highline College Social Media Policy.
20. Notify Clubs Team (clubteam@highline.edu) and club/student org members if a scheduled meeting/event is being canceled.
21. In order to stay recognized, clubs must hold regular meetings at least twice per academic quarter.
22. In order to stay recognized, over the course of every academic quarter (Fall – Spring) clubs must maintain an average club meeting attendance number of at least 5 attendees.
23. Adhere to policies and procedures outlined in this Clubs Handbook.

Serving the students well requires time and energy. Advisors must be available on campus or virtually to lend assistance and attend functions of the club/student org. Remember that Highline clubs/student orgs are to be student-led, not advisor-led.

1. The club President and Vice President must meet with their faculty or staff club advisor(s)–in-person or over video call–at least once prior to the ASHC meeting at which their club will be recognized, to formally meet one another, discuss the vision and goals of the club, and confirm that the advising partnership between the club members and staff or faculty member(s) will be a good fit. Following this meeting, club advisors will need to sign and submit to the Clubs Program Leadership Advisor a Club Advisor Agreement Form, indicating that they consent to advising the student club or organization.
2. Allow students to lead club operations. Even if you are the most consistent part of the club, Highline clubs are led by students–not club advisors.
3. Be familiar with the nature and objectives of the club/student org as well as the policies and procedures outlined in the Clubs Handbook.
4. Maintain healthy, professional boundaries with club/student org members.
5. Participate annually in Club Advisor Training – schedule with our Clubs Program Leadership Advisor.
6. Serve as a supporting resource and guide for the club/student org. Encourage teamwork within the group, and provide guidance in decision making, trust building, and goal accomplishment.
7. Make sure that club/student org officers (including replacements) have completed Club Leader Training and Voices for Change Training within 30 days of taking office.
8. Although not required, as often as is possible–or as agreed upon with club officers–attend club/student org meetings.
9. When planning for club/student org activities, make sure that officers are following event planning policies and procedures outlined in this handbook (reservations, food, travel, etc.).
10. Monitor expenditures of the club/student org, complying with state and college policies. When in doubt, consult with the Clubs Program Leadership Advisor or the CLS Program Manager.
11. For expenditures, club/student org must get prior approval from the Clubs Program Leadership Advisor or expenses incurred will not be reimbursed by CLS. Club/student org leaders can request approval for funding by filling out a Clubs Form. Please note that funding is not guaranteed until approved by the Clubs Program Leadership Advisor.
12. Provide oversight on all club/student org expenditures. Sign all approved paperwork seeking Club Advisor authorization of expenditures.
13. Help club/student org members understand that funding requests can end up being a very slow process, taking anywhere from a few days-weeks for supplies to arrive and 2-8 weeks (depends on what is needed) for travel arrangements to be made. Planning in advance and paying attention to form submission deadlines is incredibly important for club/student org activities to run smoothly.
14. For club/student org travel, prior approval must be obtained from the Clubs Program Leadership Advisor. Club/student org leaders can request approval for travel by filling out a Clubs Form. Please note that travel is not guaranteed until approved by the Clubs Program Leadership Advisor.
15. Complete and sign all travel paperwork seeking Club Advisor authorization or agreement.
16. Attend all club/student org sponsored on or off-campus events (not meetings) and travel for the entire duration of these activities. If a club/student org advisor cannot be present for an event or travel, they must find another faculty or staff member to act as a substitute. Please inform the Clubs Program Leadership Advisor of any substitute chaperones.
17. Hold all club/student org members and advisors to the no alcohol/drug/tobacco use policy during all club/student org-related activities – meetings, events, and travel.
18. Uphold the Student Conduct Code. Report any behavioral concerns about club members who are currently enrolled Highline College students to the Highline College Office of Community Standards and Student Conduct by either email (conduct@highline.edu), over a phone call (206) 592-3354, or directly online. Report any behavioral concerns about club members who are community members (not currently enrolled in Highline College) to Public Safety by either email (publicsafety@highline.edu) or over a phone call (206) 592-4836. Also, inform the Clubs Program Leadership Advisor of any behavioral concerns about club/student org members.
19. For all athletic clubs: Make sure all participants…
    • Sign an Informed Consent Form prior to participating in physical activity. Collect all Informed Consent Forms and store them either in a physical folder or (preferably) scan and upload them to your club’s Google Drive folder.
    • Accept responsibility for the set-up and tear-down of athletic equipment.
    • Know where the nearest first aid kit and AED are located. Please let the Club Program Leadership Advisor know if a first aid kit needs to be purchased.

Free Speech is protected by the 1st Amendment of the U.S. Constitution, and applies to all students, faculty, and staff of public colleges. The only types of expression that are not protected by the first amendment include discriminatory harassment, destruction of property, disruption of the normal campus operations and activities, true threats (when an individual has reasonable cause to fear for one’s physical safety), and physical violence. 

In order to prevent disruptions to the learning experience on campus and care for and protect the well-being of the physical campus and campus community, public colleges are also legally allowed to designate where, when, and how free speech is expressed on campus, as long as the guidelines are applied to everyone in an equal manner and the speech is accessible to the campus community. Please see the Student Rights and Responsibilities webpage for more information.

Student Conduct: At all times, students participating in clubs must adhere to Highline College Student Conduct Code 132I-126 WAC– including  when engaging in any college-sponsored programs or  club activities online, off campus, and during club travel.

Alleged violations of Highline College Student Conduct Code should be addressed immediately by:

1. Reporting the violation(s) to the Highline College Office of Community Standards and Student Conduct.

AND

1. Informing the Clubs Program Leadership Advisor.

Once reported, complaints will be reviewed and addressed through its appropriate process (informal/formal).

Bias Incidents: The Bias Incident Response Team (BIRT) at Highline College is responsible for receiving reports of, as well as monitoring, assessing and coordinating appropriate campus response to bias incidents and hate crimes that occur on campus.

Bias incidents are any incident that is directed at a person or group because of race, religion, gender and/or gender identity, sexual orientation, disability, national origin, age, creed and more. Bias incidents are not limited to criminal behavior. It can include things like:

• Racial, ethnic, ableist, or sexist slurs;
• Intimidation and cyberbullying;
• Telling jokes based on stereotypes;
• Zenophobic or racist graffiti or images

Incidents should be reported via the Online Incident Reporting Form.

CARE Reports: When you are concerned about the physical, emotional, or mental wellness of another student, you can submit a CARE Report.

Submitting a CARE Report will alert the Highline College CARE Team to your concern, and they will work on deciding if there are any appropriate actions necessary to help that individual. Please submit a CARE Report online. Please also notify the Clubs Program Leadership Advisor by email.

Community members (non-students) that club/student org choose to allow participation in club/student org activities, are expected to follow Student Conduct Code. Students are also responsible for the conduct of their guests during any college-affiliated activities and programming, whether on campus, off campus, or online. Violations of Student Conduct Code by community members must be reported to Highline College Public Safety (206) 592-3218 and the Office of Community Standards and Student Conduct (206) 592-3319. Violations of Student Conduct Code could result in expulsion from club/student org activities and/or removal from campus.

If there are any interpersonal challenges, that do not violate Student Conduct Code, occurring within a club/student org that cannot be resolved between the parties involved, a Clubs Form should be completed and submitted in a timely manner. Clubs Team can then address the issue.

Club/student org Leaders and Advisors are expected to check their emails regularly and respond to communications by Clubs Team in a timely manner. Clubs Team communicates mainly through the clubteam@highline.edu email account. Communications will include messages for all Highline College club/student org as well as messages that are club/student org-specific (only sent to your club team). Communications may include, but are not limited to, comments, questions, or reminders about: trainings, attendance, ASHC meetings, Clubs Fairs, Club Round Tables, forms that need to be filled, club events or tavel, conflict resolution, student conduct, club/student org policies and procedures, or to schedule one-on-one meetings.

When Clubs Team requests a response from club/student org officers and/or their club advisor to an email communication: If after 3 made attempts at email communication and one attempt at in-person communication–over the span of at least three weeks–club/student org officers and/or club advisors have not responded to that communication, the Clubs Program Leadership Advisor will notify club/student org officers and their club advisor(s) that activities for their club/student org have been suspended until specified conditions are met (including an effort at better communication).

Because CLS is in charge of the Highline Clubs program, CLS must approve all club/student org activities and expenditures before they take place. No activities or expenditures will be authorized or allowed until prior approval is obtained.

Meetings: To reserve space for club meetings, club/student org officers must submit a Clubs Form one time, by the deadlines listed on page 21, and then wait for approval from Clubs Consultants before holding official meetings with members. The only other time in which this form would need to be submitted again for meetings would be for if the meeting time and/or location changes. Clubs/student orgs that are not yet recognized, but would like to hold informational meetings to gather interest, do not fall under the responsibility of the Center for Leadership and Service.

Special Events and Travel: To get approval for reserving space for club/student org special events and travel, club/student org officers must submit a Clubs Form by the deadlines listed below:

Purpose of Submitting CAF	Deadline to Submit CAF
Meetings in 8-301 or 8-302	1 business day in advance (24 hours notice)
Meetings elsewhere on campus	1 week in advance
Club Supplies	1-4 weeks in advance (depends on shipping)
Events without funding/catering	2 weeks in advance
Events with funding/catering	4 weeks in advance
Travel	2-8 weeks in advance (depends on what is needed)

The Clubs Form is checked every weekday by the CCs. Once your request has been approved or if there are further questions about the request you will be contacted by a CC or the Clubs Program Leadership Advisor.

It is well within the responsibilities of the Clubs Consultants and the Clubs Program Leadership Advisor to deny a Clubs Form if it is not submitted within the appropriate time frame, is incomplete, or the proposed activity is prohibited by Highline College and CLS.

Student leaders who reserve space on campus are:

• Responsible for filling out a Clubs Form by the deadlines described in the table listed on page 21.
• Required to first gain approval from the Clubs Team before engaging in any club-official activities. 
• Responsible for leaving the room better than you found it. Please reset the room to the way it was when you entered. 
• Responsible for securing materials and technology in the room.
• Permitted to be in the room only during scheduled hours and must vacate the room at the scheduled time.
• Only permitted to use rooms they have reserved in advance through Clubs Team.
• Responsible for calling Public Safety (206-592-3218) to unlock and lock doors at arrival and departure (for 8-301 and 8-302, check in with the front desk when you leave to let them know you are done using the room).

Available Rooms

Clubs/student orgs can hold their meetings and events anywhere on campus that works best for their needs, as long as that space is available, and is reserved and the reservation confirmed by Clubs Team. The Center for Leadership and Service offers rooms 8-301 and 8-302 specifically for club/student org activities, which are located on the 3rd floor of Building 8. Clubs/student orgs may only hold meetings off-campus if they have a staff or faculty advisor that can be present at meetings. Please keep in mind that, depending on the logistics, off-campus meetings might require the submission of travel forms by specific deadlines. 

No matter where you choose to hold meetings and events (on or off-campus), club/student org leaders must submit a Clubs Form to request the reservation of meeting space. Once the reservation is confirmed, Clubs Consultants will send club/student org officers and their club advisor an Outlook calendar invite confirming the location, day, and time of the club activity/activities. Please note that holding club/student org meetings without going through the Clubs Form process is not allowed.

Online Meeting Options

Since the advent of COVID-19, many people have become much more skilled with using communication technology such as Microsoft Teams and Discord. Communication technology has made meetings and events more accessible to those living with disabilities and economic, technological, and/or transportation hardships. Online safety is a top priority for Clubs Team; If your club/student org decides to use communication technology, important guidelines must be followed:

Discord

If Discord is your meeting mode of choice, please indicate so in the Clubs Form. There are a few things Clubs Team will require of your Discord:

Step 1. Create a Highline College club Discord for your club.

Step 2. Invite Clubs Team (Discord account: clubteamhighline) to your Discord by emailing your invite link to clubteam@highline.edu

Step 3. Add clubteamhighline as an administrator. To do this, follow the following steps:

• Open Discord
• Go to your server and click on the server name
• click on Server Settings > Roles > Create Role
• Create and Name Role “Admin”
• Go to “Permissions”
• Scroll down to “Advanced Permissions”
• Click on “Administrator”
• Go back to the server
• Click on the desired user on the right side of your server
• Click on “+” sign and select the “Admin” role

Step 4. Create a set of detailed and extensive rules on your #server-rules text channel that aligns with the Highline College Student Code of Conduct. Be clear with club/student org members about community expectations. Make sure club/student org rules create expectations of respect, boundaries, inclusion, civility, professionalism, and equity.

Step 5. For each channel, set your Advanced Permissions so that club/student org members CANNOT Manage Messages and CAN Read Message History. To do this, right-click on any channel in your server, select Edit Channel, click on Permissions, and then Advanced Permissions; You can then choose what advanced permissions are allowed and not allowed. Please see this Youtube video for more information about using Discord for online meetings. Clubs Team highly recommends that club/student org officers start server channels with more restrictive Advanced Permissions (rather than more flexible). Then, when officers and club/student org members get a feel for what is working and what is not working on their server, they can begin removing any restrictions that need to be loosened. 

Due to the instant message nature of Discord, clubs/student orgs who meet solely over Discord do not have any restrictions as to when they can meet. 

Microsoft Teams

If Microsoft Teams is your meeting mode of choice, please indicate so in the Clubs Form. 

Step 1. The Clubs Program Leadership Advisor will create a Microsoft Teams channel for your club, as well as for your assistant club officers and your club advisor(s), to join. Once you are added you will be able to add other club members.

Due to the instant message nature of Microsoft Teams, clubs/student orgs that meet solely over Microsoft Teams do not have any restrictions as to when they can meet. 

Slack

If Slack is your meeting mode of choice, please indicate so in the Clubs Form. There are a few things Clubs Team will require of your Discord:

Step 1. Create a Highline College club Slack account for your club.

Step 2. Invite Clubs Team (Slack account: Highline College Clubs) to your Slack by emailing your invite link to clubteam@highline.edu 

Step 3. Once Clubs Team has joined your Slack, add Highline College Clubs as Workspace Admin. To do this:

• Open Slack
• Click your workspace name in the sidebar
• Select Tools & Settings from the menu, then click Manage members
• Click the three dots icon to the right of the member whose role you’d like to change and select Change account type
• To promote someone, select Workspace Owner or Workspace Admin
• Click Save

Step 4. Create a #rules channel and list a set of detailed rules that aligns with the Highline College Student Code of Conduct. Be clear with club/student org members about community expectations. Make sure club/student org rules create expectations of respect, boundaries, inclusion, civility, professionalism, and equity. 

Twitch

If Twitch is your meeting mode of choice, please indicate so in the Clubs Form. There are a few things Clubs Team will require of your club/student org’s Twitch:

• Create a Highline College club Twitch account for your club.
• Follow our Twitch Account clubteamhighline. We will follow you back. 
• Assign clubteamhighline a Moderator role for your Community. To do this, follow these instructions.

Due to the instant message nature of Twitch, clubs/student orgs who meet solely over Twitch do not have any restrictions as to when they can meet. 

Zoom

Due to Zoom permission settings, meeting over Zoom requires that a staff or faculty club advisor be present during the Zoom call. If your club advisor cannot be present for Zoom meetings, please choose another meeting option to use, such as Discord or Microsoft Teams. 

• Upon request, the Clubs Program Leadership Advisor will create a Zoom link for your club to use, add your club advisor(s) as an alternative host, and then share the Zoom link with you over email. 
• Once you receive this Zoom link you can share it with club members. 

With any physical activity comes the risk of injury, health issues, and/or death. Therefore, for all sports-related clubs, participants must sign and return an Informed Consent form to club leadership before participating in any club-related physical activities. Informed Consent forms should be stored either in a physical folder or (preferably) scanned and uploaded to the club’s Google Drive folder.

Things to keep in mind:

• Some athletic activities require the purchase of insurance
• Official Highline Athletics activities get priority reservation of campus space
• Presently, due to the hazardous conditions of the football/soccer field, Clubs Team is not reserving that space for club activities.

Taking attendance at Club Meetings is highly encouraged. This year we are using one form, which can be accessed using a QR code. Every meeting, each club member will need to log into this form and sign in. Clubs Team checks attendance weekly; Clubs that forget to take attendance will be notified via email by Clubs Team. Taking attendance is also required at club special events that include food (it is a part of the Highline College purchasing process).

Highline College values engaging with our greater Highline community and stakeholders. The college is committed to free and open expression and supports its faculty, staff and students in the use of social media to promote student engagement, learning and achievement and to build valuable relationships and establish a meaningful presence within Highline College’s communities.

Highline College clubs/student orgs are permitted to use social media for communications, event planning, and advertising, so long as the Highline College Social Media Guidelines, Policy, and Best Practices and Clubs Social Media Policy and Procedures (described here) are being followed.

Social Media Policy

• Highline College clubs/student orgs social media accounts are the sole property of the college. Account managers have no ownership rights.
• Use of social media must comply with all Highline College policies, guidelines and regulations, including Student Conduct Code.
• Development of a Highline College club/student org social media account requires the Clubs Program Leadership Advisor to give notice to the Highline College Communications and Marketing team.
• Posting confidential information about Highline College faculty, staff or students to any social media account is prohibited. Legal liability may arise for comments that are protected, proprietary, copyrighted, defamatory, libelous or obscene. Information learned through employment with Highline College, such as non-public information, is restricted until it has been officially announced.
• Communication through college-related social media is considered a public record and will be managed as such. All comments, posts or direct messages made to a Highline College social media account are public information. See Guidance For Removing Comments and Posts below for additional information.

• Highline College employees and students who post on Highline College club/student org social media accounts must work to protect the college’s reputation and promote the college’s mission, vision and values.
• Highline College employees and students who post on Highline College club/student org social media accounts must maintain records of account/site usernames and passwords to facilitate transition of account management to another employee when necessary.
• If an employee or student, who has administrative access, leaves the college, the password to the social media account must be changed upon their departure.
• Highline College logos may not be used without approval from the Communications and Marketing team. Contact Director of Marketing Tony Johnson for an approved logo.
• In effort to 1. Follow Highline College Social Media Guidelines, Policy, and Best Practices; 2. Keep our online student communities safe; 3. Protect the reputation of Highline College; and 4. Be able to pass on accounts to new club/student org leaders and close accounts that are no longer being used, Clubs Team requires that club/student org leaders provide to the Clubs Program Leadership Advisor their club/student org social media account login information by filling out the Clubs Form.

Social Media Procedures

• Clubs/student orgs that have Highline College club/student org social media accounts must fill out a Clubs Form to share their login information with the Clubs Program Leadership Advisor.
• When club/student org members, who have administrative control on their Highline College club/student org social media accounts, leave the club/student org (voluntarily or after graduating) they must pass on those administrative privileges to active club/student org members or close the account if the club/student org is disbanded.
• The Center for Leadership and Service has its own accounts on various social media platforms. Because of the large number of clubs/student orgs that exist at Highline College, the Center for Leadership and Service does not have the capacity to publish weekly meeting reminders as posts. However, if your club/student org has a Facebook, Instagram, and/or Tiktok account that the Center for Leadership and Service can follow, CLS is willing to share, add to story, or repost club/student org page posts.
• The Center for Leadership and Service can publish advertisements for special club/student org events and activities (not meetings); For this to happen this please fill out a MOD Design and Social Media Form.

Highline College Social Media Account Maintenance

Policy

Social media accounts must be maintained on a regular basis. Questions and comments received through social media must be responded to in a timely manner (within 24 hours).

Faculty/staff advisors should assist in developing a response when a comment or message is deemed sensitive or if the account manager is unsure of an appropriate response. 

Any questions or concerns should be directed to Vice President of Institutional Advancement Josh Gerstman at jgerstman@highline.edu, Director of Marketing, Design and Production Tony Johnson at tjohnson@highline.edu and Associate Director of Communications, PIO  Jess Underwood at junderwood@highline.edu. 

Procedure

• Faculty/staff club/student org advisors are responsible for determining who will be permitted to post to the social media accounts under their control.
• Faculty/staff advisors using social media to communicate on behalf of Highline College must be mindful that any statement made is on behalf of the college; therefore, employees must use discretion before posting or commenting.
• Messages, postings and comments must not include profanity, obscenity or copyright violations. Do not engage in arguments with community members who are critical of the college, instead acknowledge their concern and invite them to discuss the issue in email, direct message or over the phone, if necessary. Citing or quoting colleagues or coworkers on sensitive subjects without their approval is prohibited.
• Faculty/staff advisors should always consider whether it is appropriate to post an opinion, commit the college to a course of action or discuss areas outside of one’s expertise. If there is any question or hesitation regarding the content of a potential comment or post, it is better not to post. Please consult the Communications and Marketing team with specific questions.
• Anonymous posts are prohibited from staff, faculty or administration who are posting on behalf of the college.

Guidance for Removing Comments and Posts

Highline College strives to be an integral part of our community. As such, we welcome and openly embrace the diverse views of our students and community members.

Views expressed by students and community members on our social media accounts do not necessarily represent the college’s views, but we recognize a thriving academic community is not possible without our students and community members sharing their thoughts freely with one another on our social media accounts.

With that in mind, there may be rare occasions when it is necessary to hide or delete a comment or post, such as when the comment or post includes:

• Spam or similar comments promoting a product, service or entity unrelated to the discussion
• Personal attacks on individuals, threats against individuals, groups, organizations or harassment of any kind to an individual, group or organization
• Illegal activity or encouragement of illegal activity
• Information that could compromise the safety of the college’s staff or students
• Political statements, including comments that endorse or oppose political candidates or ballot propositions.

The removal or hiding of comments or posts should be taken very seriously and only be done after ample consideration and input from college employees. Social media account managers should first bring up their concern over a comment or post to the Clubs Program Leadership Advisor. Posts that violate student conduct should be reported to the Office of Community Standards and Student Conduct; Upload a screenshot of the post to your report, as evidence. If there is then need for further guidance, the Clubs Program Leadership Advisor will contact the Highline College Marketing Team and/or the Office of Community Standards and Student Conduct.

1. CLS must give advance approval for all posting on public bulletin boards (not including classroom and Highline Community Boards).
2. CLS reserves the right to deny the posting or distribution of fliers or posters if information or material is commercial, obscene, and/or unlawful or contrary to the mission and goals of the college.
3. Only posters promoting events, classes, programs or services sponsored by Highline College or its official departments or organizations (including recognized student clubs and organizations) will be allowed on the campus bulletin boards.
4. Posters/fliers for events, classes, programs or services must clearly identify the sponsoring Highline College group, organization, or department. 
5.  Posters/fliers must contain the following accessibility statement in 12-point font: 
   • “If you require accommodations due to a disability, please contact Access Services at (206) 592-3857 (voice) or by email at access@highline.edu. Advance notice is necessary to arrange for some accessibility needs.”
6. When submitting your posters/flyers for stamping, please ask for a copy of the approved campus posting locations.
7. Unless designated as a posting area, all areas on campus are considered non-posting zones.
8. Materials found posted in unauthorized places or areas, or materials not approved by CLS will be removed.
9. Three “Resource Boards” are located inside the Highline Student Union (one on each of the three floors) to announce non-campus events and activities or job opportunities. Do not post club/student org-related advertising on these boards.
10. No commercial or sales advertising is permitted on campus bulletin boards, other than designated “Resource Boards” in the Highline Student Union (Building 8).
11. Club/student org leaders and members (not Clubs Team) are responsible for returning sandwich boards to The Center (8-310). Sandwich boards must be returned to CLS immediately after the club/student org activity for which the sandwich boards are advertising.
12. Club/student org leaders and members are responsible for poster/flier removal (not Clubs Team). Posters/fliers for special club/student org events must be removed the next working day following the event or 30 days after the posted authorization date, whichever comes first. Removal is the responsibility of the sponsoring group, organization, or department.

1. Banners for all campus events can be displayed on the 2nd floor railing in the Highline Student Union up to five (5) days prior and including the day of the event.
2.  Only Velcro straps obtained in the CLS can be used to secure the signs on railings. All banners must be authorized by the CLS front desk and “stamped approved for posting”.
3.  Club/student org leaders and members are responsible for banner removal (not Clubs Team). Banners must be removed the next working day following the event or 30 days after the posted authorization date, whichever comes first. Removal is the responsibility of the sponsoring group, organization, or department.

Clubs Budget

For the 2024-2025 academic year, each club will have access to up to an allotment of funding for supplies – the amount of which depends on the academic quarter in which they begin activities:

• Clubs that begin activities Fall quarter have access to up to $500
• Clubs that begin activities Winter quarter have access to up to $333
• Clubs that begin activities Spring quarter have access to up to $167

In addition to this allotment, clubs will have access to up to an additional $2,000 for travel arrangements.

ASHC Contingency Fund

Clubs with unexpected expenses that exceed their annual Clubs Budget allotment can request additional funding from the ASHC Contingency Fund. Contingency fund requests can be made by filling out a Contingency Request Form and email it, with any applicable supporting documents, to ashc@highline.edu Funding requests get voted on at ASHC meetings. Please have a representative from your club/student org show up to the next ASHC meeting to defend the vote on your funding request. Learn more about the ASHC Contingency Fund policies and procedures by reviewing the ASHC Financial Code.

Purchases/Expenditures

All club/student org purchases and expenditures must be approved by the Clubs Team and/or ASHC (if applicable) before the expense is made. If expenses are made from a club/student org member’s own pocket without prior approval from the college, the expense will not be reimbursed. Since S&A funds come from students and are used for student activities and services, S&A funding may only be granted for use by, and for, currently enrolled Highline College students–not community members who are club/student org members, nor faculty or staff of Highline College.

i. Food

Please see Food Policy and Procedures on page 38.

ii. Supplies

Anything that can be consumed/used within a year counts as a supply. To request the purchasing of supplies, please do so by submitting a Clubs Form. Please note that although supplies can be purchased the day of the request, when the supplies arrive depends on how long shipping and handling takes. Be sure to review the estimated delivery date before making your purchasing request so that you get the materials in time for club activities.

Items purchased using S&A funds are property of CLS, even if they are being used by clubs/student orgs. Items purchased with S&A funds are to remain on campus at all times, unless granted special permission by the Clubs Program Leadership Advisor. Following your club/student org activity, please return all purchased items and supplies to the Center for Leadership and Service.

Prohibited Purchases Include:

• Gifts and prizes (we can’t “give away” things bought by S&A fees)
• Political or religious organizations or campaigns
• Lobbying
• Donations to charitable groups
• Tobacco, alcohol, cannabis products, and illegal drugs
• Firearms or explosive materials, including fireworks
• Pornography
• Illegal activities

iii. Technology

Clubs may request the purchase of technology in order to carry out club activities that require specific technology. Purchasing technology takes a longer time to process than general supplies. If you anticipate requesting technology, please make your request 6-8 weeks before you need to use it for club activities. Make your request  However, before making a request, please first check with Information Technology Services at Highline College to see if they already have available to students the type of technology you need for club activities to occur. Sometimes they have pieces of technology available to rent, for free.

iv. Travel

Please see Travel Policy and Procedures on page 44.

v. Tickets and Registrations

To request that Clubs Team purchase tickets or registrations, please submit a Clubs Form. ASHC Financial Code does not permit individual memberships with organizations to be covered by S&A funds; If individual membership to an organization is required in order for individuals to attend a conference/convention/competition, an exemption from this policy can be requested from ASHC. If group membership to an organization responsible for the conference/convention/competition is required to attend an approved event, this group membership fee can be requested from ASHC.

vi. Contract Services (paying someone for their services)

To request payment for a guest’s or a company’s services at a Highline College event, please submit a Clubs Form at least 6 weeks in advance of the event. In order for the guest or company to get paid, they will need to provide Highline College with an invoice/estimate of cost.

Club Fees

Ordinarily, participation in Student Clubs and Organizations is free. However, if a club chooses to charge a membership fee to participate in club activities, in order to cover club expenses, that is allowable. Membership fees will be processed, and a special account will be created for these membership fees, by the Highline College Foundation. If affording the membership fee becomes a barrier to participation, funding can be sought through an ASHC Contingency Fund request.  

Fundraisers/Outside Soliciting/Donations

• Clubs are allowed to fundraise, solicit, or receive donations for club/student org activities, including club/student org purchases, as long as: 1. The club/student org first submits an Clubs Form and gets written approval from Clubs Team; 2. The club/student org activities and purchases do not violate Student Conduct Code; and 3. The fundraiser does not use S&A funds. 
• Fundraisers must take place within or just outside of Building 8.
• Sale proceeds must be used entirely by the student club/organization or donated to a non-profit organization. Private gains are strictly prohibited on state property.
• If the fundraised money is to be used to fund club/student org activities:

Step 1. Donations can be made by cash, card (a card reader can be rented from the Highline College Foundation), or electronically through a specially designated Flipcause webpage that is created by the Highline College Foundation. Before the fundraiser, please specify which option(s) you would prefer.

Step 2. If using cash and/or card reader: Within 24 hours of collection, the monies raised must be turned into the Clubs Program Leadership Advisor, along with a typed letter which states: 1. The club/student org’s name; 2. The purpose of the fundraiser; and 3. The name of the Highline College club in which the money is going to.

If using Flipcause webpage: Within 24 hours of collection, turn into the Clubs Program Leadership Advisor a typed letter which states: 1. The club/student org’s name; 2. The purpose of the fundraiser; and 3. The name of the Highline College club in which the money is going to.

Step 3. The Clubs Program Leadership Advisor will pass on the money and typed letter to the Cashier’s Office. 

Step 4. The money will then be maintained by the college for two years in a special account specifically designated for the club/student org. At the end of the academic year, fundraised monies that are in excess of $50 remaining in a club/student org’s budget may be carried over to the subsequent year. If the money is not used by the club/student org within two years of collection, it will be transferred to the Clubs Budget for general use by Highline College clubs.  

• If the fundraised money is to be given to a non-profit organization external to Highline: 

Step 1. The easiest method of payment is electronic donations made through the nonprofit organization’s website. If this can’t be done, then cash or card can be used (a card reader can be rented from the Highline College Foundation). If using cash or card, complete the following steps:

Step 2. Within 24 hours of collection, the money raised must be turned into the Clubs Program Leadership Advisor, along with a typed letter which states: 1. The club/student org’s name; 2. The purpose of the fundraiser; and 3. Who/what organization the money will be donated to.

Step 3. The Clubs Program Leadership Advisor will pass on the money and typed letter to the Cashier’s Office. 

Step 4. The Highline College Foundation will send the money to the nonprofit  organization, on behalf of the club. A receipt of the donation will be provided.

Account Inactivity for over 2 years

Funds held in accounts for clubs/student orgs not recognized for a period of two consecutive years will be deposited into the Clubs Budget for general use by Highline College clubs. For more information, see the ASHC Financial Code. 

Policy

• For every club’s first campus-wide event of the current academic year, club leaders must schedule and meet with a Clubs Consultant for Event Planning Training at least 4 weeks prior to the event. All following club events do not need Event Planning Training.
• All purchases need to be approved, in advance, by the Clubs Program Leadership Advisor.
• For approved purchases, the Clubs Program Leadership Advisor will purchase the requested materials for you. Students cannot be reimbursed for purchases they make themselves.
• A designated faculty or staff advisor must be present during club/student org events and programs.
• Decorations that are not allowed include: bubble machines, smoke machines, mylar balloons, balloons left on the floor, confetti, candles (or any open flames). 
• Forms to request approval and resources for special events must be completed and turned into Clubs Consultants by their deadlines.
• Club representatives (not CLS or Clubs Team) are responsible for set-up and break-down of their event, including putting away any supplies (decorations, eating utensils, etc.) that were used. Supplies can either be put away in your club locker or our storage closet on the first floor of building 8. Please ask our front desk staff for help in accessing the storage closet.

Food/Catering Policy and Guidelines

Meals and/or light refreshments may be purchased with S&A funds for club/student org activities and served to Highline College students at school meetings, trainings, and special events, under the following conditions:

• The purpose of the activity is college-related, and
  The Vice President for Administration or designee has approved, in writing, the purchasing and serving of food and/or light refreshments PRIOR to the student activity, and
  The meal or light refreshment is an important component of the student activity; and
  The college obtains a receipt for the actual costs of the meals or the light refreshments. Cost per person may not exceed the allowable per diem.

S&A funded expenditures for meals and/or light refreshments are prohibited in the following situations:

• Activities programmed and facilitated by Highline College faculty and staff.
• Any “hosting” activities, including but not limited to activities intended for lobbying a legislator or government official
• Election celebrations

Food/Catering Using S&A Fee Funding

Please keep in mind that purchasing food for club/student org activities can be a long process, taking up to 6 weeks.

i. Options that do not require the use of S&A funding

Option #1.  Highline College Community Pantry

The Highline College Community Pantry, located in Building 16, can provide free snacks and beverages to campus events, including club/student org activities. To request food for your club/student org activity, please fill out the Pantry Request Form on the Highline College Community Pantry website. The community pantry is presently open on Wednesdays from 11 a.m.-1 p.m. and Thursdays from 1 p.m.-4 p.m.

Option #2. Potlucks

A potluck is a shared food community event, where all participants bring a prepared food contribution to a communal meal. S&A fees cannot be used to purchase food and drink items for bake sales; Individual club/student org members will be responsible for any expenses incurred for all potluck meal dishes and associated expenses of the potluck. There will be no reimbursements for any expenses associated with a club/student org potluck event. When a club/student org event is clearly advertised as a potluck, club/student org members are allowed to serve this food at the event to club/student org members only, not to the broader campus.

Option #3 Bake Sales

King County Public Health allows home-baked goods to be sold, such as cookies, breads, cakes, and candies. Custard or cream fillings are prohibited. Whipped cream or non-dairy whipped fillings or toppings are prohibited. Unpasteurized dairy products may NOT be used unless they are completely baked/cooked) after being added. Bake Sale items must be wrapped or otherwise protected from contamination while on display and being offered for sale.

S&A fees cannot be used to purchase food and drink items for bake sales; Individual club/student org members will be responsible for any expenses incurred for all bake sale items and associated expenses of the bake sale.

ii. Options that require S&A Funding

Option #1. Popcorn kernels or ice for using the CLS Popcorn Machine and/or Snow Cone Maker

We require that the students, faculty, and staff planning to handle food attain a Food Worker Card prior to the event; Please include the fee for a Food Worker Card in your Clubs Form request, where it asks if you are seeking funding for your event.

Option #2. Ordering from restaurants/caterers

When deciding on a caterer, make sure you have the budget for the food you want (items AND amount) and that they are within reasonable driving distance: Keep in mind that chain restaurants, like Dominos, run more affordable, whereas small businesses run more expensive. Please note: When using S&A funds to purchase food we cannot provide tips, but we can pay for a service charge if the caterer would like to add one.

If you are in need of ideas for a caterer, here are a few popular caterers that students have used in the recent past:

• Domino’s Pizza
• Robin Hood Pizza
• The Fireside Bistro and Alki Bakery 
• Ingallina’s 
• Panera Bread 
• Indian Bistro / Haveli Indian Grill
• Lil Red 
• Mi Chalateca Restaurant
• Shanasheel Restaurant

Option #3. Highline College Food Pantry

The Highline College Food Pantry can provide free snacks and beverages to campus events, including club/student org activities. To request food for your club/student org activity, please fill out the Pantry Request Form on the Highline College Food Pantry website. The pantry is presently open on Wednesdays from 11 a.m. to 1 p.m. and Thursdays from 1 p.m. to 4 p.m.

ii. General Information:

• Funding for catering is not guaranteed. Forms needed to purchase food must be completed and turned into Clubs Consultants at least 15 days prior to the club event at which the food is needed.
• Once your Clubs Form submission is received, a Clubs Consultant will check to make sure there is enough time to complete and submit food forms. They will then reach out to club officers to schedule an Event Planning Meeting, at which these food forms will be completed. Once these food forms have been submitted to the Clubs Program Leadership Advisor, the food can finally be approved for purchasing. The Clubs Program Leadership Advisor will purchase food for club events.
• Any food bought for a club/student org activity that has not been approved for funding will not get reimbursed.
• For on-campus activities, light refreshments/food are intended to enhance the programming elements of all sponsored 522 events. The maximum allowable for large signature events is the minimum state per diem rate for breakfast, lunch, or dinner. Events occurring outside of state-designated meal times will carry a maximum of 50% of the lunch per diem unless otherwise approved by the CLS administrator or designee.
• To figure out if you’re within your per diem rates, take your total cost (including food, tax, service fee, delivery fee, etc.) and divide that by the number of people you plan to feed.
  • Per Diem = Total Cost# Attendees
• Club advisors are responsible for receiving food for club events. Delivery (has delivery fees) is recommended over pickup (requires travel). For liability reasons, students are not allowed to pick up food for club events.
• For liability reasons, Highline College students are not permitted to engage in “hot” food tasks, like cooking, frying, or baking (burn risks); If cooking, frying, or baking is involved in an activity, a faculty or staff member needs to be assigned to this task.

Policy

1. All travel, regardless of cost, must be pre-approved and authorized by the Center

for Leadership and Service. For out-of-state travel, approval from the Vice President of Student Services is additionally needed.

2. Travel forms and funding requests for travel must be submitted by their deadlines.

3. A travel advisor is the club’s faculty or staff advisor, or another designated faculty or staff member.

4. Approved S&A funding can only cover travel expenses for currently enrolled Highline College students and their Highline College travel advisor(s).

5. All students traveling on S&A sponsored trips must be currently enrolled at Highline College. All students traveling on overnight S&A sponsored trips must have a minimum cumulative
or previous quarter GPA of 2.0 with the exception of first quarter college students.

6. Ordinarily, S&A funding may not be used to cover travel expenses outside of Washington, Oregon, Idaho or British Columbia. If a club requests an exemption from this rule, the Associated Students of Highline College must approve this exception.

7. Highline College makes all purchases for club travel before the trip takes place. Highline College cannot reimburse students. Highline college can reimburse travel advisors for any pre-planned and pre-approved (for funding) expenses that occur during the trip, and that cannot be arranged before the trip.

8. Students participating in approved and supported Highline events that take place off-campus are subject to all the rules and regulations outlined in Highline’s Code of Student Conduct, including its Student Rights and Responsibilities code (WAC 132I-120).

9. Community members who would like to participate in a club/student org activity that requires travel must do so at their own expense and liability. Further, community members who are traveling with a club/student org are expected to follow the Highline College Student Code of Conduct. Any violations of Student Conduct Code by community members will be reported to Highline College Public Safety.

10. Community members participating in official Highline events that take place off-campus are expected to follow all rules and regulations outlined in Highline’s Code of Student Conduct, including its Student Rights and Responsibilities code (WAC 132I-120).

11. The travel advisor(s), and/or another designated faculty or staff member, must join students during club travel and be present during the entire length of the approved activity/program.

12. The ratio of travel advisors to students is 1 advisor for every 10 students. For trips that involve renting vehicles, since students are not allowed to drive rental vehicles, one faculty or staff advisor is needed to drive each rental vehicle.

13. When transportation is provided by the College, it is recommended that all participating students and their travel advisor(s) use the same transportation together. If any participants need to travel to their destination separately, using their own method of transportation, they may do so as long as: 1. The travel is optional; 2. The plan is communicated with Clubs Team prior to Highline College purchasing travel arrangements; 3. The individual understands that they will not receive compensation for their own personal travel expenses; and 4. The individual assumes liability.

14. Students may choose to take their own transportation to a travel destination as long as they are willing to assume liability.

15. If a student(s) chooses to extend their stay at a travel destination–outside of the planned field trip time range–that extended travel changes from Highline College travel to private travel, with the individual assuming liability. They will also be responsible for their own transportation home.

16. Travel advisors may choose to allow students to carpool with them in personal vehicles to a travel destination, so long as: 1. The travel is not required; and 2. The travel advisor is willing to assume liability.

17. Each participant shall be assigned their own bed.

18. Students who share a room are required to room with someone of the same gender identity unless otherwise approved by the Director of CLS or designee.

19. No employee or agent of the college may room with a student.

Procedure

Step 1. Clubs Team recommends that you plan your trip at least 8 weeks in advance. Many of the forms necessary for travel need to be submitted at least 7 weeks in advance of your trip.

Step 2. Carefully read the Highline College Travel Procedures located on the Highline College Travel and Expenses web page.

Step 3. Fill out a Clubs Form to request your travel. Please review the deadlines for certain types of travel on our clubs forms webpage.

Step 4. When your request for travel has been approved, schedule an appointment with the Clubs Program Leadership Advisor to discuss what steps will be necessary to plan and fund your travel.

Listed below is general information about specific travel purchases:

• Rental Vehicles – Highline College is contracted through Enterprise Rent-a-Car. We can only rent 7 or 12 passenger vehicles. Only Highline College faculty/staff (no students) can drive the vans; The driver must be 25 years old to be able to drive a 12-pass. van.
• Cash Advances – Can be provided for meals only. The rate is the same for staff, faculty and students regardless of location. Staff and faculty are eligible for meal money as long as they are acting as advisors or chaperones for Highline students while traveling. Cash advance requests are completed in CTCLink. While traveling the faculty/staff travel advisor will be responsible for distributing the money and collecting signatures certifying that everyone received the proper amount. Signatures will be recorded in the student travel roster.

Step 5. Complete all travel forms by their deadlines.

Step 6. Schedule and attend a pre-departure meeting 1 week before your trip. Be sure to confirm the following: 1. Transportation confirmation; 2. Arrange with Purchasing when the gas card will be picked up, if needed; 3. Hotel accommodations confirmation; 4. Original Travel Informed Consent Forms given to advisor (scanned copy stays in CLS).

Step 7. If requesting per diem food cash, 1 day before travel the faculty/staff travel advisor will need to pick up the cash advance from CLS.

Step 8. The morning of travel, the travel advisor will distribute per diem food cash and have students sign a travel roster. The travel advisor must hold onto the travel roster during the trip and return it to the Clubs Program Leadership Advisor upon the return to campus.

Step 9. If the faculty/staff advisor incurred any unforeseen expenses during travel, they can begin the faculty/staff reimbursement process by creating a travel expense report on ctcLink. Please note: only faculty/staff can seek reimbursement for travel-related expenses; Students cannot.

At the end of the academic year clubs/student orgs are asked to let Clubs Team know if they will be continuing activities into the next academic year and whether or not they know who will be either continuing or taking over officer roles. At the beginning of the academic year, the Clubs Program Leadership Advisor will contact the club/student org’s President and Vice President to schedule annual Club Leader Training and Vector Solutions Training: Hazing and Sexual Assault Prevention to take place within 30 days of the commencement of Fall quarter. Completing this training will automatically renew their club/student org’s recognized status from the previous academic year. Within 2 weeks of completing training, club/student org members must fill out a Clubs Form to reserve meeting space. Once meeting space has been reserved, club/student org may resume activities.

In the event that a club advisor(s) is no longer able or willing to advise a club, they will need to inform the officers of the club and Clubs Team. Clubs Team will then work with club leaders to search for a new staff or faculty club advisor that can consent to advising the club. Clubs Team allows club officers 1 month to find a new club advisor.

If it becomes apparent that a club advisor is not following their duties as a club advisor and/or is not following club policies and procedures, Clubs Team will connect with the clubs advisor to address concerns.

Policy

Becoming a recognized Highline College club/student org, supported by the Center of Leadership and Service, is a privilege that comes with a responsibility to demonstrate excellence in student leadership. Clubs Program can decide to suspend club activities, and ASHC can vote to revoke club recognition status, if the club/student org:

• Fails to fill out a Clubs Form within 14 days of recognition to schedule regular club/student org meetings. Because there cannot be two of the same clubs/student orgs at any one time, if a club/student org remains inactive (i.e. “croquet club” does not hold meetings), it can prevent students who would like to participate in club activities from having the option to do so.
• Fails to hold club/student org activities that are in line with the purpose and mission of the club/student org for 2 quarters. Again, because there cannot be two of the same clubs/student orgs at any one time, if club/student org activities begin misaligning with the original purpose of the club (i.e. “croquet club” starts playing tennis instead), it can prevent students who would like to participate in club activities from having the option to do so.
• Fails to hold regular meetings at least twice per academic quarter.
• Fails to maintain a club meeting average of at least 5 attendees over the course of every academic quarter (Fall – Spring).
• Fails to communicate and complete any necessary action items brought forth and communicated by Clubs Team (see Communication with Clubs Team on page 20).
• Does not abide by the expectations, policies, and procedures set forth in this handbook.
• Does not abide by the Highline College Student Conduct Code.
• Commits act(s) of violence.
• Violates State or Federal law.

Procedure

In the event that a club/student org falls under any of the categories listed above:

1. Clubs Program will notify the club/student org president and advisor by email that their club/student org activities are suspended until specific conditions have been met. The club/student org will be given 14 days to respond to and resolve the problem as outlined by the conditions set forth by Clubs Team. The club/student org has the option to appeal their suspension at the next ASHC meeting.
2. If the conditions set forth by Clubs Team have not been met within 14 days, ASHC will be advised of the problem via a complaint by the Clubs Program Leadership Advisor. Club/student org officers will have the opportunity to attend the next ASHC meeting to respond to the complaint.
3. At the ASHC meeting at which the complaint will be addressed, an ASHC majority vote could result in revoking club/student org status. The club/student org will be notified of this decision by email within 5 business days. Effective immediately, S&A funds will no longer be available to the club/student org.
4. Revoked club/student org status will remain so for the quarter and until all conditions and rules for an active club/student org have been re-established.
5. Once the following quarter begins and a club/student org meets the conditions set forth by ASHC, they may reapply for recognition.

The Marketing Outreach Design (MOD) Team helps Highline College students connect with resources for their success by supporting the promotion of student-funded programs. They use their artistic talent and graphic-design knowledge and skills to make flyers, posters, banners, invitations, handbills and more to help share your program with students and tell the story of your program or event. MOD’s design services are available to ALL clubs/student orgs and are free of charge.

Advertisements for Meetings

For general promotions with club/student org information such as meeting times/locations, Clubs Team recommends that you create your own fliers/posters/social media ads/etc. using a medium such as Canva. MOD Team (at the Center) can print for your club at no cost; MOD Team prints in black and white for fliers and posters about club information and meetings. If you would like MOD Team to print for you, please fill out a MOD Request Form and do a print-only request.

Advertisements for Club/Student Org Special Events

For advertising for club special events, MOD Team asks that you complete the following steps:

1. Confirm all logistics for your meeting or event, including:

• Determining the type of event (weekly meeting, club social, etc.)
• Finalizing the time and date
• Reserving the location
• Providing main contact information
• Deadline for when you want to pickup the design materials

2. Complete the Clubs Form at least 4 weeks prior to your event.

3. Brainstorm what kind of design and promotional materials you are looking for. We are happy to provide suggestions, but it’s helpful if you can bring your ideas:

• Type of design materials needed (flyers, handbills, etc.)
• Theme or colors (carnival theme, global, theme of blue and gold, etc.)

4. Complete the MOD Request Form at least 4 weeks before your desired pickup date.

5. After receiving the ticket, one of our designers will contact you to schedule a consultation meeting. After the meeting the designer will work on your project and send you drafts for review and feedback.

6. When the designer is finished, they will send you a final draft for approval. Fill out the client feedback form to receive your files and prints.

7. Pick up your prints from the Center for Leadership and Service front desk.

Printing Guidelines

Recurring events (i.e. weekly club meetings):

• 30 flyers (8.5″ x 11″) once per year
• 100 handbills (4.5″ x 5.5″) once per year
• 1 black-and-white master copy to make photocopies
• 1 (2 pages) 22″ x 36″ reusable sandwich board (can be laminated with 7-days notice)
• 1 1920px x 1080px digital screen

One-time events:

• 30 flyers (8.5″ x 11″) – one design per club/student org for the year
• 100 handbills (4.5″ x 5.5″)
• 3 single-sided 22″ x 36″ sandwich boards
• 1 1920px x 1080px digital screen

For special events involving campus-wide reach, 11″ x 17″ posters and banners (42″ x up to 120″) can be printed upon approval by the MOD team. Lamination services are not available for one-time events.

Approval for Posting

When you receive notification that your advertisements are ready for posting around campus please stop by the Center to get your advertisements stamped for approval by our Community Resource Consultants at the front desk. Please note that advertisements that have not been approved for posting will get removed from bulletin boards.

The Center for Leadership and Service provides the following services and resources to assist club & student org leaders:

Basic Office Supplies: are provided free to clubs and student orgs and can be accessed at CLS. These supplies include:

• Butcher Paper
• Markers, paint, glue, scissors, and other office supplies
• Access to computers
• Rental laptops
• CC consultations for successful club/student org planning and programming
• Lockers
• Posting approval for campus materials (ie. Flyers) by our Community Resource Consultants (front desk staff)

Campus Space and Rooms: Please see Room Reservations Policy and Procedures on Page 22.

Lockers: A limited number of lockers are available – at no cost – to store club/student org supplies and materials. Complete and submit the Clubs Form.

Computers: are available in the CLS for club & student org leaders/members to conduct club/student org business.

Consultation Services: are provided by well-trained Clubs Consultants to assist with club & student org promotion, and development strategies, as well as leadership coaching.

Equipment: such as laptops, digital cameras, speakers, tables, chairs, and audio-visual equipment can also be arranged through CLS. There is no charge for clubs/student orgs to use equipment.

Photocopying: of flyers, agenda, etc. can be requested at the front desk of the CLS or from the consultants. Please give adequate notice to our staff when requesting copies.

Sandwich Boards: (A-frames) are available to advertise events around campus and can be reserved though completing a Campus Resource Request Form. Maximum reservation: 2 boards for 3 days. You are responsible for picking up and returning them to the Center (8-310).

Training: Prior to accessing the full resources and services available to clubs/student orgs, club/student org leaders must attend all required trainings required by the Club Consultants.

The Associated Students of Highline College (ASHC) are the legislative voice of the Highline College student body. Members of ASHC are in charge of recognizing Highline College Clubs and Student organizations and voting on Contingency Fund requests. Highline College recognized club/student org leaders may represent their club at these meetings, serving as the voting members. ASHC meetings occur every other Wednesday, 1:00 p.m.-2:00 p.m. in Mt. Skokomish, Building 8, starting the second week of each quarter.

Policy

• All clubs/student orgs are asked to send at least 1 representative to ASHC council meetings. Clubs Team recommends that clubs/student orgs rotate through members attending ASHC meetings, to share this responsibility.
• Only recognized clubs/student orgs can vote. For clubs/student orgs getting recognized at an ASHC meeting, upon recognition they are immediately eligible to vote during the remainder of the meeting.
• ASHC meetings follow Robert’s Rules of Order (also known as Parliamentary Procedure). You will want to familiarize yourself with the structure and language used.
• Voting clubs/student org members are encouraged to review the Killian Guidelines for Permissible Use of Services and Activity Fees as well as the Associated Students of Highline College Financial Code prior to voting, to review permissible vs. impermissible uses of S&A Funds.
• When voting on decisions, each club/student org gets one vote.
• Clubs/student orgs are able to vote yes (“approve”), no (“oppose”), or abstain (not voting) when voting on a decision.
• When making a voting decision, ASHC voting members have the right to:
  • Review the Killian Guidelines and ASHC Financial Code
  • Ask questions about the action item
  • Discuss the action item with other voting members
  • Table (save) the action item for a decision at a future meeting
  • Request a revision of the action item, to better align with appropriate use of S&A funds and follow the S&A Financial Code
  • Express to the group their support for, or against, the action item

Q: What is ASHC?

A: ASHC is an acronym for student government at Highline College, the “Associated Students of Highline College.” ASHC is composed of several appointed officers, and club leaders that wish to participate. Once a club is recognized by student government, the club is able to send one representative to participate in fortnightly ASHC meetings, where they can recognize other student clubs and organizations as well as vote on measures brought to the council (including Contingency Requests).

Q: What is a Contingency Request?

A: A Contingency Request is a funding request brought to ASHC for consideration, by a campus group for student-centered co-curricular and extracurricular student life activities whose expenses exceed their normal budget. Student Clubs and Organizations usually request contingency funds for overnight and/or out of state travel, or supplies should they hit their supplies budget limit. ASHC members vote on whether to approve, deny, or table with recommendations Contingency Requests. When requests are approved, expenses are financed using the Contingency Fund.

Q: What is the Contingency Fund?

A: The contingency fund is an S&A budget that belongs to ASHC, and it exists for unexpected expenses associated with student-centered cocurricular and extracurricular student life activities. Groups can request funding from this fund by submitting a Contingency Request.

Q: How do I know whether or not I need to submit a Contingency Request?

A: Cassie will let you know when you submit your requests for travel and supplies. But also, please be sure to pay attention to your budget (which is located in the Google Drive folder for your club) so that you know how much money you have available.

Q: How do I submit a Contingency Request?

A: 

1. Make sure the supply or travel you need funding for would be permissible use of S&A fees.
2. Fill out a Clubs Form to tell Clubs Team about your supply or travel request
3. Get your supply or travel request approved by Cassie (you’ll get notified via email)
4. If Cassie tells you to submit a contingency request, she will send you a Contingency Request Form (which can be found on this webpage). Complete this form and send it back to Cassie, when done, for peer-review. With her approval, send the final draft of your form to ashc@highline.edu at least two weeks prior to the meeting at which you would like your request considered.
5. Have a representative from your club be present at the ASHC meeting during which your request will be considered. Your representative should be ready to discuss the request with voting members: Why do you need the money? How does this supply or travel request help fulfill the mission of your club? How will this funding benefit your club members?

Q: How do club leaders vote on Contingency Requests?

A: During ASHC meetings, voting members must use the ASHC Financial Code and Killian Guidelines as evaluation criteria when deciding on whether or not to approve funding for a Contingency Request. Voting members cannot vote based on personal opinions or beliefs.

Q: Someday my club might want to submit a Contingency Request…how can I get practice with Contingency Requests?

A: Show up and participate at ASHC meetings! Usually there is at least one Contingency Request every meeting. Taking part in the voting process will help you become familiar with how Contingency Requests work, which will then help set you up for future success in requesting this funding for your own club activities.

9/22/2025 – 2025-2026 updates

3/11/2025 – Added “Bias Incidents” section to Club Policies & Procedures

10/25/2024 – Updated “Voices for Change Training” to “Vector Solutions Training: Hazing and Sexual Assault Prevention”

10/8/2024 – Revisions for the 2024-2025 academic year

7/22/2024 – Summer revisions

3/22/2024 – Inclusion of event set-up/tear-down/clean-up responsibilities (pg. 36)

1/25/2024 – Update to CLS Contacts; Inclusion of Sports-Related Clubs Policy; Inclusion of Sports-Related Clubs Staff/Faculty Advisor Expectations

1/23/2024 – Inclusion of attendance taking policy; Updated form checklists; Inclusion of Section 6. Revision History of Handbook; Updated Table of Contents

9/25/2023 – 2023-2024 Handbook posted