All students enrolled in credit classes at Anne Arundel Community College (“AACC”) are eligible to become a member of clubs. Every club must comply with the college’s Equal Opportunity and Nondiscrimination Policy, which states that clubs must be open to all students regardless of race, color, religion or creed, ancestry or national origin, sex, age, marital status, physical or mental disability, sexual orientation, gender identity, veteran status, citizenship, genetic information, or other protected class. Club organized meetings, activities, and events must be open to all students.

In order for a club to be recognized by the College, more than fifty percent (50%) of the members must be currently enrolled in for credit courses at AACC and have paid the student activity fees.

Students who are suspended or expelled from the college, including an interim suspension or being issued a no trespass order, cannot participate in clubs or organizations.

1.1.1 Non-Student Participation

Non-students may attend meetings but cannot be an officer or an advisor of a club. Non-students may have viewing access to the NEST and may volunteer to work with a club but cannot register with the club, manage or direct the activities of the club, or be reimbursed for club expenditures. Non-affiliated students and non-students may not ride on AACC buses, charters, or vehicles.  

Register your new club on the NEST. Club registration requests must be approved by the Student Government Association (“SGA”). The registration must include the name and purpose of the club, the names and emails of at least ten (10) students who wish to be members in the club, and name and email of a current faculty or staff member willing to serve as club adviser, the name of a student who submitted the registration, and a copy of the club’s proposed constitution. 

Sample constitutions are available on OSE’s page on the NEST. More than fifty percent (50%) of the students listed as wishing to be members of the club must be currently enrolled in at least one (1) for credit class and have paid the student activity fee. Once the registration is submitted, SGA will review, vote, and contact the student who submitted the registration with SGA’s decision. 

 If SGA approves a club, the club is eligible to request student funding, reserve space on campus, and publicize their meetings and activities using the SGA logo. The club will also be listed in college publications, the NEST, and on the college website. All clubs are required to list their current club president on the NEST.

All clubs are required to maintain a club page located on the NEST, AACC's student engagement platform. All club members must sign into the NEST once before being added to a club's roster. 

• Users must be signed in with their AACC account to access all forms and documents on the NEST. When signing in, students and staff should use their full AACC email address and password (example@mymail.aacc.edu).

New clubs should apply to be registered on the NEST. For more information about using the NEST, please see the NEST Guide available on OSE’s page on the NEST.

All club fundraisers, whether in person, by phone, by email, or through other electronic means, must be approved in advance by the OSE. A club member must submit the Fundraising Proposal Form on the NEST to request permission to host a fundraiser, including permission to order or sell goods at fundraisers. If you are collecting cash, you must also complete a Request to Collect Cash form. Forms should be submitted at least 30 days before the fundraiser is set to begin. In addition to OSE approval, clubs who wish to host a fundraiser involving food must obtain permission from Dining Services. 

Except for bake sales held by the Culinary Club, bake sale items that will be sold as part of a club fundraiser cannot be homemade and must only include goods that are pre-packaged and purchased from a third party (a/k/a “store bought”). The Culinary Club may sell items at a bake sale that were made in a food safe kitchen on campus by members of the Culinary Club. If you have any questions concerning fundraisers, please contact the Office of Student Engagement Leadership and Involvement Specialist.

1.1.1  Restrictions on Fundraising and Donations

Purchase Requests for materials necessary for events must be submitted through the NEST at least 30 days prior to the event. The OSE will not authorize reimbursements for purchases that were not approved by the Director of Student Engagement or the Budget and Operations Specialist prior to the event.

• A club may only fundraise in order to fund its own activities and events. Clubs may not fundraise for the purpose of donating to another individual or organization.
• Clubs may not donate any portion of their budget allocation to another individual or organization. Donations to external organizations must be made directly by individuals to organizations.
• Third party banking applications (Venmo, Cash App, Zelle, etc.) may not be used for any club business.
• A club may not use its budget allocation or money generated through fundraising activities to purchase alcohol or illegal drugs.

Every student club is assigned a mailbox located outside of OSE for communication between SGA, OSE, and the club. Notices, minutes of meetings, and any other messages or correspondence will be put in the club's mailbox. It is the club leaders' responsibility to check the mailbox often, so club members do not miss important information. OSE will also attempt to communicate via the AACC email provided on the organization page of the NEST. Faculty advisors will receive correspondence through their college email.

All clubs must re-register annually on the NEST by the 2nd Tuesday of October to maintain active club status. This can be done by clicking the “Re-register My Organization” button within the organization page. Please note that the button will only be visible during the re-registration period. NEST Rosters must be updated, including the following information: the names and AACC email addresses (@mymail.aacc.edu) of at least 10 active members who are currently enrolled students, the name and AACC email address (@aacc.edu) of the current advisor, and current contact information for all parties. Do not include any personal emails or AACC employee emails for students. Please use only the advisor's AACC phone number and employee email as the point of contact on the club’s page. 

Clubs are required to actively recruit new members, including mandatory participation in the Fall and Spring involvement fair. 

Failure to re-register and submit this information will result in the loss of access to the club's funding, use of campus space, or any other club business.

1.7.1. Club Leaders

To be a club leader or officer, the student must be currently enrolled in at least one (1) credit course at AACC. Club leaders have the exciting opportunity to build their leadership skills using both their academic and co-curricular (club) experiences. Leading a club is a lot of fun but can also be stressful without a healthy balance. Be sure to collaborate with your members, officers, and advisor as well as delegate tasks to others when appropriate. 

As a club leader, you should be aware of all officer and member contact information, club meeting dates, times, and locations, activities and events, the club's constitution, budget requests, and service projects. All club meetings, events, and activities must be advertised and open to all students. Club leaders should keep a record of attendance at club meetings and activities. Club leaders must also have representation at all SGA General Forums. It is important for club leaders to keep their club advisor informed of club meetings, events, activities, and updates.

1.7.2 Role of Club Advisors

Club advisors can be any faculty or staff member currently employed at AACC. This is a great opportunity to serve as a mentor and resource for students. The roles of a club advisor vary depending on the level of involvement of the club, and it is important for the club advisor and all club leaders to discuss expectations at the beginning of each semester. 

While advisors are encouraged to attend meetings, trainings, conferences, activities, and events held by OSE and SGA, student leaders MUST be in attendance as well. Advisors should not attend meetings, training, conferences, activities, or events in place of student leaders on behalf of their organizations, including budget hearings held at the beginning of each year. 

A club advisor MUST be present at all on campus events and must be present for all off-campus events. If an advisor has a conflict, a designee that is current faculty or staff can attend on behalf of the advisor. Club advisors should be familiar with the club's basic information including officer/member information, constitution, budget, and goals for each semester. Club advisors are also responsible for upholding all college policies and procedures as they pertain to clubs. 

Advisors are also expected to uphold the following responsibilities: 

• Attending all advisor trainings.
• Communicating college policies and procedures to ensure successful events.
• Attend all club events.
• Signing appropriate club forms as needed, including requests for vehicles.
• Assisting the club in the planning of events as needed.
• Facilitating the growth and development of the students by offering guidance and support to the students as needed.
• Contributing to the continuity and longevity of the group from year to year.
• Tracking items purchased each fiscal year and maintaining updated allocation and fundraising balances along with the Treasurer.

Neither student leaders nor advisors are permitted to sign any contracts on behalf of their clubs. 

All contracts must be submitted to OSE. Contracts or agreements that need to be signed by Purchasing should be attached to the Purchase Request in the NEST. If a student or advisor signs a contract or agreement, the student or advisor could be personally liable for the contract or agreement. 

Reimbursements are not permitted. All requests for supplies must be placed through the NEST at least 30 days in advance of the event.

1.7.3 Training Participation

Club leaders (President and Treasurer) must attend:

• Annual SGA Handbook Training
• Budget Training
• NEST Training

Club advisors must attend:

• Advisor Trainings

College sponsored off-campus activities may be used to provide more enriching activities for students. Activities may include, but are not limited to conferences, workshops, events, field trips, and trips to local attractions. Club advisors are required to attend all club events and overnight events or have another college faculty or staff member attend the event on their behalf.  

All off campus activities funded by SGA allocated funds must be approved by the OSE. Effective Fall 2022, when SGA allocated funds are used, clubs are limited to 2 off campus trips per semester and/or 2 conferences per academic year. Please note that not all off campus activities will be approved and funded by SGA. 

SGA will fund 75% of the cost of registration or ticket per participant for off campus trips. Fundraising initiatives may be used for the remaining 25% of the cost of registration or ticket. If there are no fundraising funds available, advisors and students must pay that percentage out of pocket. All other conference and off-campus trip-related expenses will be covered by SGA. For more information on conferences, see conference section. 

All off-campus club sponsored activities must be registered with the OSE and approved by the Director of Student Engagement or designee in advance, according to the procedures below. The Director of Student Engagement or designee will review the request and notify the trip organizer of its status.

• All participants over 18 must submit a Student Travel Agreement on the NEST a minimum of 30 days prior to the event. One copy of the agreement will be kept on file in OSE and another copy will be given to the advisor to take with them in case of an emergency.
• If participants are under the age of 18, they must have their parent or guardian sign the PDF Student Travel Agreement form (found on the OSE’s Nest page) and the completed form must be attached when submitting the purchase request. The club president or advisor may view or print copies from the purchase request in the NEST for the trip.
• It is the responsibility of the club president and advisor to make sure a Student Travel Agreement is completed by everyone in the group for each event.
• Itineraries, flight conformations, hotel reservations, and other relevant purchases will not be made until all participant travel agreements are submitted to the OSE.

2.1.1  Rule of Threes

To promote the safety and security of club participants, the College requires that a minimum of three (3) individuals, at least one (1) of which must be a College employee who is ordinarily the club advisor, be present on any student trip organized by a club. This requirement is designed to ensure the well-being of participants and facilitate effective coordination during various activities. Trip organizers are responsible for adhering to this rule and must take necessary measures to meet this minimum participant count. OSE will not approve travel that does not include a list of all individuals who will travel on a trip organized by a club and includes at least three (3) individuals.  Exceptions to this rule require prior approval from the Dean of Student Development.

2.1.2 Use of College Vans

Clubs may use college vans for local trips if available. To reserve a van, complete the Vehicle Request Form on the intranet and attach when submitting the Purchase Request form on the NEST. This form requires the signature of the Director of Student Engagement prior to submitting. All forms must be submitted via the NEST at least 30 days in advance of your trip. Clubs that use a college vehicle will be charged the cost of a driver. Clubs are responsible for paying for any gas during travel using a college van. The college will reimburse expenses associated with the use of a college van by a club, such as gas, tolls, maintenance, and repair. There are 15 passenger buses which include the driver (14 seats available) and 25 passenger buses which include the driver (24 seats available). Students, including student employees, are not permitted to drive college vehicles.

To encourage fiscal responsibility, the OSE strongly advises that clubs use a delegate model for conference attendance. This means one or several representatives will be selected to attend a conference on behalf of their club, and upon return from the conference, will present the information learned to the members of their club. The purpose of the conference should be considered when selecting delegates. Priority should be given to delegates who will be active in the club for the following semester and to new club members for conferences providing information on the benefit of programming and leadership at college (ex. NACA). Students attending conferences must be accompanied by the club advisor, or a responsible college faculty or staff member. Conference attendees must stay in the designated conference hotel or approved hotel nearby. Students may not share hotel rooms with college faculty or staff members. SGA will only fund a maximum of two conferences per academic year. 

Please note that any requests to attend conferences in the summer must be included in the previous year's budget proposal.

2.2.1 Attendance Stipulations

The College may provide funding for students and club advisors to attend a conference, including travel to and from the conference, lodging, meals, etc.); however, the club and/or the individuals attending the conference must pay for 25% of any registration fee or ticket required to be purchased to attend the conference. Clubs may use money generated from fundraising activities but may not use budget allocations to pay for the portion of the registration fee or ticket that the club is required to fund. 

• All club travel must be in accordance with the college Travel Policy.
• Club advisors may not attend in-person or virtual conferences without students.
• Students may not attend in-person or virtual conferences without being accompanied by their advisor. If the advisor cannot attend, a responsible college faculty or staff member must be approved by the Director of Student Engagement.
• A minimum of 2 students must attend a conference, and a maximum of 10 students may attend a conference.
• If an advisor or student wishes to extend an overnight trip past the last day of a conference, the returning flight must be of equal or lesser value for the SGA allocated funds to cover the cost of the flight home. Additional costs incurred must be covered by the individual. Advisors are strongly encouraged to always travel with their students.
• Advisors who require a procurement card or procurement card spending limit increase for travel must contact the Purchasing office at least 30 days prior to travel.
• Hotel shuttles should be used for traveling to/from the airport and to/from conferences if the event is not within walking distance. If no shuttle is available, taxi services, Lyft, or Uber may be used, and receipts must be submitted. Rental cars are not permitted to be used.
• An expense form for non-employees (for students) must be completed and submitted to the OSE Budget and Operations Specialist one business day after returning from the trip. All receipts from the trip must be included with the expense form for non-employees.

The College will reimburse authorized travelers for actual meal expenses incurred not to exceed the allotted amount listed for their location listed by the U.S. General Services Administration. Authorized travelers are not entitled to the maximum rate – only the actual amount spent, not to exceed the maximum rate. 

This includes 20% tips and applicable taxes. Find the per diem rates by the U.S. General Services Administration to see how much can be spent per meal in that state.

Instructions: 

1. Type in the current fiscal year
2. Select the State and City of travel (or zip code, which is best)
3. Select ‘Find Rates’
4. Scroll down to ‘Meals and Incidentals’; you will use the standard meal rates only (no incidentals).

For partial travel days authorized travelers are reimbursed up to the maximum per meal rate as stated above. Partial travel days are defined as one-day travel or the first and last day of extended travel. It’s usually dinner for day 1, and breakfast for the last day. 

• Staff and Faculty Advisors/Employees reconcile their expenses through Chrome River.
• As of Spring 2023, Chrome River replaces Local & Non-Local Travel forms, Check Request forms, Business Meeting & Entertainment Expense forms, and Non-Receipt forms for employees.
• The individual who makes the purchase must complete the pre-approval in Chrome River. Chrome River pre-approvals are required for mileage, airfare, hotels, conference/seminar/training fees, car rentals, tuition assistance/advanced studies, and external catering.
• Before entering preapproval(s) ask for the club account number from the Budget and Operations Specialist.
• You must also let the Budget and Operations Specialist know how much the final cost is for the conference before submitting your Chrome River expense report to ensure completion of budget transfer. If funds are not showing in the account, the expense report will be rejected.
  • Please note transfer of funds will take time for processing based on AACC Budget office process.
• If a receipt is lost or unobtainable, provide an explanation on the expense report in Chrome River.

Students reconcile expenses using the Expense Form for Non-Employees. Forms are reviewed by OSE then signed by the Director of Student Engagement, before OSE sends it to Purchasing. If a receipt for a student is lost or unobtainable, they should submit a Non-Receipt Form with the expense form.

If an emergency occurs during a college-sponsored off campus activity, the trip organizer must: 

1. Notify the appropriate emergency and law enforcement personnel.
2. Notify the person listed on the Student Travel Agreement form on the NEST.

Service Projects must also be approved in advance. Students should complete the Service Project Proposal form and meet with a representative from the Sarbanes Center for Learning through Service office in Careers 312. 

2.6.1 Student Activities Fair / Involvement Fair

All recognized student clubs are required to register for the Student Activities Fair, which is held at the beginning of each semester. Each club will receive an email with information about reserving a table.

2.6.2 SGA General Forum

The SGA General Forum is held at the beginning and end of each semester to discuss student issues, upcoming events, budgets, and to approve new club constitutions. The SGA General Forum consists of representatives from each club, the SGA Executive Board, and SGA Senators. Each club must have at least 1 club representative present at each meeting. It is strongly encouraged that the President or Vice President to serve in this role, however, other student representatives may be appointed. 

Advisors are encouraged to attend the SGA General Forums as well but may not attend in place of the student members. If a club fails to send a representative to each of SGA General Forums, it will be deemed non-compliant and not eligible to use funds, reserve space, or conduct any other club business. 

Specific meeting dates and locations will be provided at the beginning of each term.

Club meetings are only for club members and are not open to the public. Clubs are required to facilitate programming/events for the campus community that contributes to the well-rounded experience of students and helps build a vibrant community. They must be advertised to all AACC students. These events include Lecture/Speaker programs, Musical Performances, Movie Series, game nights etc.

Professional events (such as a crab feast, networking mixer, etc.) are encouraged and must be paid for with money generated through fundraising activities, not budget allocations. See for fundraising for more details.

No events or activities may occur after the last day in the 15-week session each semester. Fall purchase requests must be entered 30 days in advance during the month of November and Spring purchase requests must be entered 30 days in advance during the month of April.

3.2.1 Requesting Audio Visual (“AV”) Equipment

SGA has AV equipment that clubs may utilize at events, subject to availability. To be given access to AV equipment, please contact the Technical Service Desk at helpdesk@aacc.edu or (410) 777-4357 at least two (2) business days before the event.

3.3.2 How to Reserve a Campus Facility

Clubs may reserve space at AACC locations at no charge, subject to availability. To reserve space, clubs should contact OSE at studentengagement@aacc.edu. Facilities on campus fill up very quickly, so clubs should reserve space early. The club representative will receive an email with the confirmation information. Note that if the club representative does not receive email confirmation, the space has not been reserved. The club representative must review the confirmation email, as the club may not have received the room they requested and may have been provided access to another comparable space on campus. All advertising materials should be updated with the new location. If a club requests custodial services or technical assistance from the Pascal Center, the club may be charged the fees associated with those services.

3.2.3 Food / Catering

Clubs are required to use Dining Services to cater events, unless Dining Services cannot accommodate the request and the club obtains a waiver. The catering invoice or waiver must be attached when submitting the purchase request in the NEST. If Dining Services cannot accommodate a club’s request for food at an event, the club must submit a Food Waiver Request Form to Dining Services at diningservices@aacc.edu, requesting permission to use an outside vendor for the event and obtain approval prior to the event. The approved waiver must be attached to the purchase request in the NEST. The college is tax-exempt, and food may only be purchased from locations that provide a tax exemption. A club may provide a tip of up to 20% to the outside vendor. Tax Exemption Certificate can be found by advisors on the Intranet:

> Business & Financial Resources > Purchasing> Forms> Tax Exempt Certificate.

Submit the Tax Exemption Certificate to vendors to verify that the college will not be charged taxes.

• At least one club member must be present to receive food delivery from Dining Services or an approved outside vendor. OSE is not responsible for food delivery and receipt. The outside vendor receipt must be emailed to the Budget and Operations Specialist one (1) business day after the event.

3.2.4 Evening Events

Club advisors must be present to supervise events, even outside of normal AACC operating hours. Contact the OSE for further details before extending event invitations to non-students.

If a club wishes to show a film, movie, or other media, the club must obtain a license to show the film, movie, or other media through a company authorized to license the film, movie, or other media. Clubs are not permitted to use personally owned or rented copies of a film, movie, or other media for public viewing. 

• The licensing cost to show a film, movie, or other media in a public setting typically is $200.00 - $850.00 per showing. The cost is often dependent upon the status of the film, movie, or other media (recent release, international release, availability for home rental, etc.).
• Films, movies, or other media shown in a class may only be viewed by participants of the class and cannot be used by a club to replay the film, movie, or other media.

If a club advertises and/or shows a film, movie, or other media without properly obtaining a license, the club and its leaders may be liable for copyright infringement or other claims related to the unauthorized showing. 

The following companies offer licenses for public viewing of certain films, movies, and other media: 

• Swank Motion Pictures
• Criterion Pictures

These entities do not have the rights for all films, movies, or other media that clubs may wish to show. If these companies do not have the rights to the film, movie, or other media a club wishes to show, the club will need to research to determine who owns the film, movie, or other media, and obtain a license from the appropriate company. 

It is recommended that clubs request a license at least four (4) weeks prior to the planned showing of a film, movie, or other media. Once the club has determined the cost of the license and the entity the club will license the film, movie, or other media from, the club must submit a request to purchase the license through the NEST and OSE will make the purchase. 

At the time of registration, students who enroll in credit classes are charged a Student Activity Fee per credit. The funds collected through the Student Activities Fees support the activities and events of clubs. The college provides the total of Student Activities Fees to the SGA to allocate to officially recognized clubs through the SGA Finance Committee (“Finance Committee”), subject to approval by the Dean of Student Development. All officially recognized clubs may submit a budget request to the Finance Committee on an annual basis as well as throughout the year for new clubs or additional activities not included in the annual budget request.

All club Presidents and Treasurers (if club has one) should participate in Budget Training and/or complete the Budget Training virtually on Canvas. Only a student(s) who has attended the Budget Training may sign the club’s budget request or other financial documents for the club. If a club fails to send a representative to the Budget Training, the club will not be eligible for a budget allocation, to use funds, reserve space, or conduct any other club business.

4.3.1 Criteria for Budget Allocations

The SGA Finance Committee considers the following criteria when reviewing budget requests: 

• Attendance at the SGA General Forum
• Ability to present knowledge of planned activities and events
• Number of active members in club (as defined by club constitution)
• Number of participants in those activities and events
• Population benefited (ex. All campus community, LGBTQ, etc.)
• Educational, social, cultural, or recreational value of activities and events
• Plan and execute at least one fundraising event
• Fiscal responsibility of the club
• Current fundraising balance
• Submission of activities reports
• Receipt of the Receipt of the End of Semester Report and Review form from all active clubs (to include activities, club meetings, etc.)
• Up-to-date NEST rosters with the names of all active members, including college email addresses only
• Participation in fall and spring semester involvement fair and demonstration of open recruitment process
• Approval and posting of all prior activities and events in the NEST
• Current enrollment of club leaders in credit courses at AACC
• Presence of the President or Treasurer at budget hearings, general forums, and specific SGA training, including Fundraising Training, Budget Training (Budget Development, Budget Understanding, Managing your Budget in the NEST), and Purchase Request Training
• Inclusion of a virtual engagement component in all proposed activities and/or events
• Estimation for cost of guest speakers and conferences (name, location, lodging, transportation, food, etc.)
• Maintenance of an Allocation and Fundraising Budget Tracking Sheet for OSE
• Timely submission of the budget request.

Late budget requests will not be considered for funding during the annual budget process. Appeals may be made to the Director of Student Engagement for extenuating circumstances (student leadership vacancies, illness, no advisor, etc.). 

Please note: budget allocations are not available until the beginning of the Fall and Spring semester (for new clubs).

4.3.2 Permitted Use of Budget Allocations

• A club may use up to $125.00 of its budget allocation per semester for membership recruitment, including giveaways, refreshments at the first interest meeting of the semester, promotional materials, etc. No individual may receive a giveaway that has a value of more than $25.00.
• A club may use its budget allocation for guest speakers, subject to the process for obtaining a guest speaker set forth below.
• A national student organization may pay up to half of the membership dues for individual students using its budget allocation.
• The club’s allocations can be used to pay for printing of up to 40 color copies for each activity or event for each club, and an unlimited number of black and white copies. If more than 40 color copies are requested by a club for an event or activity, the club will be required to pay for the additional copies from their fundraising activities.
• Equipment purchased with student allocations may NOT be loaned to external community members.
• For technology purchases Information Services must be contacted to determine if there are any impacts to the safety and security of students’ information and our network environment. This can be done by completing a Service Request form and sending it to helpdesk@aacc.edu. Attached Information Services’ approval when submitting the purchase request in the NEST.

4.3.3 Prohibited Use of Budget Allocations

• A club may not use its budget allocation for food or refreshments at general club meetings that are not events for campus community.
• A club may not use its budget allocation to purchase gifts for advisors, faculty, or staff.
• A club may not use its budget allocation for items that benefit individual club members, including but not limited to, t-shirts, cords, plaques, trophies, technology, and gift cards. A club may use money generated through fundraising for this purpose, or students can pay for the items themselves.
• A club may not use its budget allocation for convocation or any graduation related event.
• A club may not use its budget allocation to purchase instructional materials for the classroom, unless the items are used by club members outside of class time, not required for a class, and do not have to be returned to the instructor.
• A club may not use its budget allocations to pay professional membership dues for club advisors or members.
• A club may not use its budget allocation for end of the year parties for club members

A club seeking to purchase items, such as pens, t-shirts, food, and gift cards, to be used as giveaways or prizes at a club event must complete a purchase request form and obtain approval prior to making the purchase. Purchases made without prior approval of the Director of Student Engagement, or the Budget and Operations Specialist, will not be reimbursed. The college does not generally allow gift card purchases; however, the college has made exceptions for OSE, SGA, and clubs, subject to the following rules: 

• Gift cards cannot be given to college faculty, or staff cannot receive gift cards
• Gift cards can only be given to event participants, not to regular club members
• Gift cards cannot be given in exchange for goods or services
• Clubs must complete and submit the prize and gift card tracking section in the budget template
• Any unused gift cards must be returned to OSE at the end of the year
• An individual gift card value cannot exceed $25
• A club cannot award more than a total value of $100 in gift cards per event and cannot provide more than 1 gift card per event participant
• A club may award electronic gift cards, which will be awarded to the student’s @mymail.aacc.edu email after the event. The advisor or club president must email the Event Gift Card Tracking Sheet to OSE and the Budget and Operations Specialist to award electronic gift cards.

The annual budget process begins in September to request funds for the current fiscal year. Clubs should follow these steps to submit an annual budget request: 

1. Student leaders must complete the mandatory budget training prior to submitting a budget request on behalf of the club.
2. A club must submit an itemized budget request using the budget request form, stating the activities or events for which it seeks funding. A budget request may be up to $3,000 per academic year. Clubs may request additional funding beyond $3,000 if the initial allocation amount is spent by submitting a supplemental budget request, as set forth below.
3. Completed budget request forms must be submitted by the 3rd Friday of September.
4. Each club will have the opportunity to schedule a time for a budget hearing with the Finance Committee.
5. At each budget hearing, student representatives from each club will have the opportunity to explain the budget request and the proposed activities or events, and members of the Finance Committee may ask questions regarding the details of the proposed activities or events.
6. The Finance Committee will evaluate all budget requests received and make a recommendation for the budget allocations to each club for the academic year and submit those recommendations to SGA for approval.
7. If SGA approves the recommended budget allocations, the SGA will submit the budget allocations to the Dean of Student Development for approval.
8. Once approved, the SGA will provide the clubs with their approved budget allocations by the 2nd week in October.

Clubs that do not submit an annual budget request in September can still submit a request during the academic year. In addition, clubs may request additional funding or a reallocation of approved funding at any time during the academic year. Supplemental budget requests must be submitted to the SGA Finance Committee through the NEST. The Finance Committee will review the supplemental budget request at one of its weekly meetings. The club will be notified of the meeting date and time when the club’s supplemental budget request will be reviewed. A student representative from the club must be present at the meeting to explain the supplemental request. Please contact the SGA Vice President of Finance or OSE for any questions regarding forms.

4.6.1 Appeals

Appeals for budget requests can be submitted to SGA Vice President of Finance and will be reviewed by the Director of Student Engagement and the VP of Finance. Appeals should include addendums made to the original budget.

4.7.1 Mid-Year Review Form

At the end of the fall semester SGA will conduct a mid-year review of all club budgets to determine if the club is utilizing the club’s budget allocation as set forth in the club’s budget request. Clubs must submit the Mid-Year Review Form on the NEST by the last day of fall semester classes. If a club fails to submit a Mid-Year Review Form by the due date, all available funds in the club’s account may be forfeited for the spring semester and may be returned to SGA’s overhead account to be re-allocated in the spring semester to other clubs who request funds and remain in compliance.

4.7.2 End of Semester Report and Review Form

Clubs must submit the “End of Semester Report and Review” form located in the NEST under forms. This information in this form is important to document the number of students involved in co-curricular activities on campus, and the number of events being offered. This form needs to be approved by the Office of Student Engagement (“OSE”) Staff. Failure to submit this form will result in a temporary loss of access to the club's funding, use of campus space, or any other club business. 

A club may not enter into a contract or agreement on behalf of the college. The OSE Budget and Operations Specialist and the Director of Purchasing must review and approve all contracts involving use of a club’s budget allocation from SGA. Please submit any contracts to OSE at least 30 days in advance of the activity or event for which a contract is needed to begin the review process. Contracts may need to be negotiated, and the college does not guarantee that a contract will be signed within 30 days. 

Only the Director of Purchasing is authorized to sign a contract or agreement for the purchase of goods or services, including but not limited to, a Guest Speaker Agreement (“GSA”). Club officers and advisors DO NOT have the authority to sign contracts as a representative of the college for a service or event using AACC funds and/or locations. 

If a club wishes to bring a guest speaker to a college location or virtually, the club must have a GSA signed by both the Director of Purchasing and the guest speaker or vendor representing the guest speaker in place prior to the event. Advisors can obtain a copy of the GSA form for a club member by going to Intranet > Business & Financial Resources> Forms> Guest Speaker Agreement. The Director of Purchasing will not accept old versions of the agreement. The GSA should be signed electronically by the guest speaker or vendor and must be attached when submitting a purchase request in the NEST. Do not send your GSA directly to the Director of Purchasing. 

Vendors and/or speakers will not be paid if contracts are not signed by the guest or vendor and the Director of Purchasing BEFORE the date of the event. All vendors and guest speakers must register in Unimarket to be paid. The advisor or club president must inform the Budget and Operations Specialist the next business day after the scheduled event if the event occurred or was cancelled so payment may be processed. All payments must be made through the college's online contract system. 

College faculty or staff may agree to serve as speakers at club events but cannot be compensated for speaking. Accordingly, College faculty or staff should not complete a GSA and should not register in Unimarket.

Each club has two assigned account numbers. One for managing the club’s budget allocation and one managing money generated through fundraising. 

Allocation Accounts:

• Contain funds allocated to the club by SGA through the budget request process to be used for the following fiscal year. Any funds remaining in the allocation account at the end of the fiscal year will be returned to SGA.

Fundraising Accounts:

• Contain funds raised by the club throughout the fiscal year to supplement the money received from SGA. All fundraisers must be approved in advance by OSE. Any funds remaining in the fundraising account will carry over in the club’s fundraising account into the next fiscal year, as long as the club remains active.

Clubs are required to track all expenses. If the club does not have a treasurer, the club president or advisor must keep the spreadsheet up to date for their allocation and fundraising accounts. Do not rely on the totals in the NEST for balance actuals.  The Treasurer or advisor of the club must keep a spreadsheet of every allocation and fundraising transaction.  Purchase requests entered without sufficient funds will be automatically denied.

To make a purchase from any of the club accounts, students must submit a Purchase Request located in the NEST. 

• Purchase requests must be submitted AT LEAST 30 DAYS PRIOR TO THE EVENT.
• Purchase requests cannot be submitted and approved by the same person. A student member of the club must submit the purchase requests, and the advisor is responsible for approving the requests before OSE reviews the requests.
• Purchase requests should only be submitted if ready to be processed (including all necessary documents, emails, contracts, etc.). Purchase requests that do not have all the required documentation will be denied.
• Once a Purchase Request is submitted, the club will be unable to add attachments or make changes.
• Purchase requests may only be submitted and approved in the NEST. Emails will not be accepted for submission or approvals.
• When completing the request, please include as many details as possible, including who, what, when, where, and why of the event.
• Include the date of the event or due date in the subject line.
• All relevant attachments (such as a GSA signed by guest, food waiver, invoices, certificate of liability insurance, etc.) must be included with the purchase request at the time it is submitted.
• When submitting the purchase request for travel in the NEST, hyperlinks must be included directly to the conference’s discounted block of hotel rooms and directly to the correct conference registration. A screenshot of the flight itineraries should also be attached with full name, AACC ID#, and date of birth of the individual who will be traveling and whether they are a student club member or advisor. Please let us know in the purchase request if students are rooming together.

The directions for completing a purchase request can be found listed under "how to complete a purchase request” on the NEST, and on the CANVAS training site.

If a club conducts a fundraiser or otherwise obtains funds that need to be deposited into the club’s account, complete a Deposit form, and take any cash or checks to the Cashier's Office in Student Services Building (SSVC), Room 120. The Cashier’s Office will provide a receipt. 

Please write the club's fundraising account number on the back of all checks being deposited.

If clubs are inactive for 2 years (4 consecutive fall and spring semesters) and still have fundraising money, the remaining funds will be transferred into SGA’s overhead account.

OSE is staffed with a graphic artist, who will produce posters, brochures, and other promotional materials to help advertise meetings, activities, or events. Please submit a Graphics Request on the NEST at least 10 business days before the advertising start date. Clubs are responsible for posting their own flyers on campus and must only post flyers where space is designated for posting (see Section on Posting Notices). Events may also be posted on MyAACC and the student engagement calendar of events. Any flyers created must include the SGA logo, the college ADA statement, and be approved by the Director of Student Engagement before advertising on campus or externally. Clubs should only promote events on social media that have been approved by OSE and posted on NEST. Contact OSE Graphic Designer and Publicity Assistant with any additional questions. 

Club flyers can also be displayed on the TV monitors on campus. Please complete a Graphics Request so the OSE Graphic Designer can assist. Please note: this type of request requires 2-3 weeks’ notice.

Clubs must advertise all meetings and events on their club NEST page. The NEST page may be seen by the entire AACC community. Please see the NEST Guide for more details about how to post. If there is a purchase request that goes along with the ad, please make sure the request has been approved before advertising to ensure the event will be permitted to occur. 

If a club event is open to the public, the Office of Strategic Communications will help you publicize the club event off campus. Strategic Communications staff will prepare a press release and distribute it to the local media. 

Information for press releases should be given to the Office of Strategic Communications at least 30 days in advance of the event. All materials and statements pertaining to the college for release to print or broadcast media by a club member or advisor must be coordinated with the Office of Strategic Communications. Clubs, student members, and advisors may not use AACC’s name, logos, or other trademarks without written consent from Strategic Communications staff.

All flyers must be approved by the Director of Student Engagement or Leadership and Involvement Specialist before printing. All flyers approved for posting must include the SGA logo and the College's official ADA statement. The OSE Graphic Designer can also assist clubs with ordering flyers to be printed after approval has been received. To request assistance please complete Graphics Request Form on the NEST under “forms.” SGA will fund 40 copies per semester for each club. 

When using club allocations, a club may only request up to 40 color copies per event from the AACC Print Shop for up to 5 events per year. The copy machine outside OSE in the Student Union, Room 225 is available for clubs to use for jobs of 10 copies or fewer. If a club would like to print more than 40 color copies or wants to publicize more than 5 events, the club will need to include the cost of the additional printing in its budget allocation under fundraising account usage to anticipate payment for those costs.

Posters and Event Notices may be posted on brick glazed block, ceramic tile, unvarnished or unpainted wooden surfaces, and on undesignated bulletin boards. Posting on glass or painted surfaces is not permitted. All club event flyers must have the SGA logo and the college ADA Statement. There are several general use bulletin boards in buildings across campus. Student organizations may post flyers and notices there, as needed. 

• Notice must be emailed to studentengagement@aacc.edu in PDF format or hand- delivered to an OSE employee. Upon approval, the notice will be stamped and returned for posting.
• If the office is not open, please go to the Information Desk in SSVC for approval.
• OSE may not approve or may remove content that is obscene, profane, threatening, harassing, discriminatory, fraudulent, illegal, unlawful, defamatory, or tends to incite imminent lawless action; spam; endorsements, advertisements, promotions, or solicitations of a non-college commercial product, service, event, program, or opportunity; information that discloses confidential or personally identifiable information, such as a student or employee identification number, social security number, email address, home address, phone number, or any other information protected from disclosure under the Family Educational Rights & Privacy Act (“FERPA”), the Maryland Public Information Act, and any other applicable laws, policies, or procedures; content that is used without the permission of the owner of intellectual property rights; content that promotes the sale or use of alcohol or illegal drugs; content or links that contain viruses, malicious or harmful software, or could damage or disrupt the operations of other individuals’ computers and devices or college operations; or content that violates AACC’s codes of conduct, policies, or procedures or federal, state, or local law. Threats include any statement that indicates an intent to harm another person or property, encourage others to harm another person or property, or otherwise interfere with public safety.
• All notices must be professional in appearance. Handwritten material will not be posted.
• Any notice that becomes unpresentable or defaced will be removed and discarded.
• The maximum size of notice is 18" x 24". Minimum size is 5.5" x 4.25".
• The name of the sponsoring club or person must be clearly indicated on the notice and the club’s contact information must be included.
• Any notice not approved and stamped will be removed from bulletin boards.
• Notice will be removed after the event has taken place or after 30 days, whichever comes first.
• If the board is crowded, OSE reserves the right to select notices for events with the widest appeal to remain posted and remove other notices until space becomes available. A club can only remove information posted on a bulletin board if the club posted the information and cannot remove information regarding other clubs or information.
• OSE does not assume responsibility for materials that are damaged or stolen.

6.5.1 Departmental Bulletin Boards

Certain departments may have bulletin boards that are for departmental use only and posting on specific department bulletin boards is not allowed unless given written permission.

6.5.2 Chalk

Students may use chalk for announcing events if permission is granted by the Director of Student Engagement in advance. Chalk may be used on horizontal surfaces, which can be rinsed clean by rain. Chalk may not be used on the sides of buildings. Be aware, individuals and/or groups may be assessed restitution charges for damage caused to college property.

Decorations may only be used in the room reserved. Paint, spray paint, glitter, confetti, sand, sequins, rice, burning candles, plaster of Paris, etc. may NOT be used in any AACC facility. Staples, nails, thumb tacks, duct tape, packing tape, masking tape, electrical tape, poster putty or anything that may leave a residue or mark behind is not permitted to be used to hang decorations. 

Blue painter's tape may be used to affix decoration to walls, pipe and drape curtains, and tables. 

If a club has a question, please contact the Event Services staff, or call 410-777-2614.

All club associated social media accounts and websites must be provided to OSE for review. This includes linking all accounts/sites on the NEST, as well as providing any updates (changing handles, activation status, etc.) at the annual budget hearing. 

Clubs should only promote events on social media that have been approved by OSE and posted on NEST. Students should utilize captions on videos and alt text on flyers, graphics, and photos. To have your events published on the OSE's social media accounts, please contact the OSE's Graphic Designer through the NEST at least 10 business days before the event. 

6.7.1 Social Media Guidelines

Use of college social media platforms by students and club must comply with the Student Code of Conduct regarding online activities. The college reserves the right to monitor content that is posted on its social media websites and platforms but is not responsible for content generated by users of the college’s social media. 

Account administrators, at the direction of the Office of Strategic Communications, may remove content that is obscene, profane, threatening, harassing, discriminatory, fraudulent, illegal, unlawful, defamatory, or tends to incite imminent lawless action; spam; endorsements, advertisements, promotions, or solicitations of a non-college commercial product, service, event, program, or opportunity; information that discloses confidential or personally identifiable information, such as a student or employee identification number, social security number, email address, home address, phone number, or any other information protected from disclosure under the Family Educational Rights & Privacy Act (“FERPA”), the Maryland Public Information Act, and any other applicable laws, policies, or procedures; content that is used without the permission of the owner of intellectual property rights; content that promotes the sale or use of alcohol or illegal drugs; content or links that contain viruses, malicious or harmful software, or could damage or disrupt the operations of other individuals’ computers and devices or college operations; or content that violates the college’s codes of conduct, policies, or procedures or federal, state, or local law. Any content that is removed will be retained for at least one (1) year. 

6.7.2 Reporting Content in Violation of Guidelines

Please note that the college’s social media is not monitored 24/7. To report content posted on AACC social media that violates these guidelines, please email strategiccommunications@aacc.edu. If you have any emergency, please contact the appropriate authorities. The college reserves the right to contact Public Safety, local authorities, or the social media website or platform to report content that may violate the law or the terms of service or community guidelines of the website or platform. While social media may be monitored by the college, the college disclaims all legal liability. The college’s social media is not intended to be used in emergency situations. 

6.7.3 Disciplinary Actions

The college may temporarily or permanently restrict a user or club from accessing the college’s social media if the user repeatedly or consistently violates these guidelines or the college’s codes of conduct, policies, or procedures or federal, state, or local law. Threats include any statement that indicates an intent to harm another person or property, encourage others to harm another person or property, or otherwise interfere with public safety. 

If content is posted on personal social media accounts that violates the college’s Student Code of Conduct, Sexual Misconduct Policy or Procedures, or other college policy or procedures, it can be reported to the Office of Community Standards, the Title IX Coordinator, or other appropriate college employee to determine whether the college has jurisdiction over the content and the individual or club who posted the content. If jurisdiction is established, a student and/or club may subject to disciplinary action, up to expulsion or loss of status as a recognized student club.

6.7.4 Regarding Personal Accounts

Personal social media accounts, blogs or other Internet sites that are operated by college students or clubs are not permitted to represent that such accounts are being officially sanctioned, sponsored, or provided by the college. Such accounts are not permitted use the college’s name, logo, or other trademarks without permission and must contain a prominent disclaimer stating that the account, webpage, website, or other online platform “is not endorsed, sponsored or provided by or on behalf of Anne Arundel Community College.” The college does not have access to and cannot monitor personal social media accounts, blogs, or other Internet sites. 

Swoop is the official mascot for Anne Arundel Community College. Swoop is a gender neutral Riverhawk. Swoop's mission is to provide a sense of "team" and belonging to all AACC students, faculty, and staff. Swoop is confident but humble, sometimes mischievous, and always fun! Swoop embodies our campus culture of inclusivity, education, and success.

7.1.1 Confidentiality

Swoop is a character, not a person! Knowledge of the mascot performer's identities will be on a need-to-know basis only. ALL students, staff, and faculty that are provided this information are to refrain from sharing it with anyone else.

Any requests for Swoop's appearance should be scheduled through the Swoop request form located in the NEST. OSE has the right to decline requests that do not meet the following guidelines: 

All events should be requested for a minimum of two weeks in advance.

Duration: 

• No mascot performer will ever be required to stay in costume for more than 30 minutes at a time! If a longer request is necessary, it will need to be scheduled in 30 minute blocks and will be dependent on whether there are enough performers to fill them.

Occurrence: 

• Swoop Overload! If students interact with the mascot too often, it may deter excitement for the program. It may be necessary to space out appearances to keep things interesting.

Purpose: 

• Swoop is not a walking advertisement. Any request for Swoop needs to include a specific reason for how the mascot will help to boost school spirit by participating at the event.

Performance: 

• Event requests should include any special actions that the mascot will need to perform (e.g., Riling up the audience, giving out awards etc.). This ensures that the performers are properly prepared prior to the event.