PROCESSES AND PROCEDURES

CLUB REGISTRATION

NEW ORGANIZATIONS

In order to participate in the activities of the Inter Club Council, all student organizations must be fully registered in order to receive accreditation.  Club registration forms are available on this website under the "Forms and Documents" header.  Organizations must submit one e-copy of the form to ClubRegistration@InterClubCouncil.com and one hard copy of the form to our office in TCC 256.

It is understood that the information contained in the membership roster and the calendar may be subject to change; these forms must still be submitted.  Multiple W-9 forms may be submitted for each organization; a W-9 form must be submitted for each person who will be receiving a reimbursement for the semester.  Additional W-9 forms may be submitted throughout the semester for additional individuals who need to be reimbursed.

Please note that any subsequent changes to the information provided on any or all of the forms must be resubmitted to the Inter Club Council via the Vice President of Organizational Development.

RETURNING ORGANIZATIONS

In order to continue to participate in the activities of the Inter Club Council, all student organizations must renew registration to continue to be accredited.  Registration renewal forms are available on this website under the "Forms and Documents" header.  Organizations must submit one e-copy of the form to ClubRegistration@InterClubCouncil.com and one hard copy of the form to our office in TCC 256.

FUNDING OPTIONS

Within the Inter Club Council, there are three options through which an accredited organization may be eligible to fund their event; the Student Action Fund, the Student Development Fund and the General Fund.

ELIGIBILITY

Student Action Fund – Any and all Seaver College students at Pepperdine University are eligible to seek financial support through the Inter Club Council’s Student Action Fund (and the Lilly Grant) for the creation of philanthropic events or endeavors which support the mission of Pepperdine University and benefit the greater student body.

Student Development Fund - Any and all accredited student organizations are eligible to seek financial support through the Inter Club Council’s Student Development Fund for the creation of events or endeavors (such as conferences and retreats) that involve a handful of their members which advance their organization’s mission, support the mission of Pepperdine University, and benefit the greater student body.

General Fund - Any and all accredited student organizations are eligible to seek financial support through the Inter Club Council’s General Fund for the creation of on-campus events or endeavors that advance their organization’s mission, support the mission of Pepperdine University, and benefit the greater student body.

STUDENT ACTION FUND / LILLY GRANT

The Inter Club Council Executive Board awards grants through the Student Action Fund resolutions three times each year in conjunction with the Lilly grant's Pepperdine Voyage Program. Resolutions must be submitted during designated acceptance windows in order to be accepted for consideration.

The Student Action Fund (and the Lilly Grant) are soliciting applications for social action grants for the 2007 spring semester. Examples of initiatives being sought include:

• projects that address and/or seek to alleviate poverty and hunger
• projects that address and or seek to promote peace and justice
• projects that expose students to social and physical need in the world

Individual students or groups of students may apply, and each project must have a faculty/staff mentor who will help the student(s) explore the possible connections between the project and his or her vocation. Projects should demonstrate an impact on a broad spectrum of the Pepperdine community. All awards will be made on a competitive basis. Awards will be made for up to $2,500 per group or individual.

Proposals should make clear the connection between the project and the mission of the university.  They should specify the student(s) and the full-time faculty/staff advisor and include a proposed budget to cover the expenses for the project.  Guidelines for the written proposals are attached.  If you have questions, please visit The Pepperdine Voyage Website for more information,

or contact Nicole Valencia, President of the Inter Club Council, Todd Bouldin, Director of the Pepperdine Voyage project, or Stephanie Cupp, Executive Assistant.

Any student who wishes to be considered for an award from this fund must submit a Student Action Fund Resolution during any of the acceptance windows indicated on the dates and deadlines page.
All completed proposals should be submitted to Stephanie Cupp at the Center for Faith and Learning.

The Lilly Grant Pepperdine Voyage Board (which includes leaders from the Inter Club Council) may call a meeting with the applicant to further discuss his / her proposal. This meeting is designed to help the Board to make their decision regarding the awarding of funds.

STUDENT DEVELOPMENT FUND

The Inter Club Council Executive Board awards grants through the Student Development Fund resolutions on a rolling deadline throughout each semester. Resolutions may be submitted at any time between the start and end dates for each semester in order to be accepted for consideration.

Any organization that wishes to be considered for an award from this fund must submit a Student Development Fund Resolution during the acceptance windows indicated on the dates and deadlines page. Each resolution should be saved as [Name_of_Organization].doc (example: Living_the_Dream.doc).

The Executive Board of the Inter Club Council may call a meeting with the organization to further discuss their proposal. This meeting is designed to help the Executive Board to make their decision regarding the awarding of funds. Meeting times will be scheduled in the order in which resolutions are received and according to the availability indicated on the resolution. Final meeting times will be emailed to the organization’s representative no later than 8:00pm on the day prior to the meeting. Failure to attend an Executive Board meeting at which the applicant’s presence is requested will result in the resolution being dropped from the docket.

Awardees will be notified via email and announced at the General Council meeting following the grant date. When a resolution passes, it is the responsibility of the representative of the awarded organization to pick up an SDF Resolution Tracking Envelope from the Vice President of Organizational Development either at the General Council meeting when his / her name is announced.

After the successful ratification of the resolution, the awarded organization is authorized to be reimbursed for the specific expenses indicated in the financial details of the resolution that are incurred in relation to their event. It is the responsibility of the awarded organization’s representative to coordinate with the ICC Vice President of Finance and the Student Organizations Coordinator to establish a deadline for reimbursements.

Initiating the reimbursement process requires the submission of an SDF Resolution Tracking Envelope complete with the following items:

This completed SDF Resolution Tracking Envelope may be submitted to the ICC Office (located at TCC 256) during any Executive Board member’s office hours. When submitting an envelope, it is the awarded organization’s responsibility to ensure that all relevant documents are complete and that the person who receives the envelope signs and dates it and enters it into the Tracking Envelope Receipt logbook.

GENERAL FUND

The Inter Club Council considers student organization budget resolutions at six General Council meetings each semester. Resolutions must be submitted during designated acceptance windows prior to each of the General Council meetings. Resolutions are placed on the docket in the order in which they are received.

If an organization is requesting for $500 or more, they must submit Budget Resolution Form A during acceptance window A for the appropriate General Council meeting. If the request is for less than $500, the organization must submit Budget Resolution Form B during acceptance window B for the appropriate General Council meeting. Each resolution should be saved as [Name_of_Organization].doc (example: Living_the_Dream.doc).

During an acceptance window, all resolutions should be sent via email to Resolutions@InterClubCouncil.com. The subject line of each email should be as follows: [Meeting Date] – [Organization Name] – [Delegate Surname] – [Form Type (A or B)] (example: “12 Sep 07 – Living the Dream Club – Pinkus – Form A”). An email reply will be sent to the delegate of each organization submitting a resolution to indicate receipt and acceptance to the docket by the Inter Club Council Executive Board.

Any organization requesting for $500 or more (ie – any organization submitting Form A) is expected to meet with the Inter Club Council Executive Board during an ICC Executive Board meeting prior to the presentation of the resolution before the General Council. This meeting is designed to allow additional consideration and understanding of high-value resolutions beyond the time constraints of the General Council meetings. Meetings will be scheduled in the order resolutions are received and according to the indicated preferred meeting times. Final meeting times will be emailed to the delegate no later than 8:00pm on the day following resolution submission. Failure to attend an Executive Board meeting at which an organization’s presence is requested will result in the resolution being dropped from the docket.

After successful completion of submission requirements, resolutions will be considered at a General Council meeting. Delegates are given up to two minutes to present the resolution and up to three minutes to answer any and all questions from the floor. In order to pass, the resolution must gain a simple majority vote from the delegates of the Inter Club Council.

When a resolution passes, it is the responsibility of the sponsoring delegate to pick up a Resolution Tracking Envelope from the Vice President of Organizational Development at the end of the General Council meeting before leaving.

After the successful ratification of a resolution at a General Council meeting, the organization is authorized to be reimbursed for the specific expenses indicated in the financial details of the resolution that are incurred in relation to their event. Initiating the reimbursement process requires the submission of a Resolution Tracking Envelope complete with the following items:

This completed Resolution Tracking Envelope may be submitted to the ICC Office (located at TCC 256) during any Executive Board member’s office hours. When submitting an envelope, it is the delegate’s responsibility to ensure that all relevant documents are complete and that the person who receives the envelope signs and dates it and enters it into the Tracking Envelope Receipt logbook.

Unless prior authorization is granted by the ICC Vice President of Finance or the Student Organizations Coordinator, reimbursements must be received within three weeks following the General Council meeting at which the resolution was ratified. Deadlines are given on the dates and deadlines page.

Please note that the deadline for submission of resolutions ratified at the last meeting of the semester is significantly shorter than the others and plan accordingly.

For single receipt amounts less than $100, reimbursements will be issued in the form of Petty Cash. All parties to be reimbursed will be informed via email by the Student Organizations Coordinator when Petty Cash forms are ready to be picked up. These can be picked up at the Student Activities suite in the Tyler Campus Center and are redeemable at the Cashier or at OneStop in the Thornton Administrative Center.

For single receipt amounts exceeding $100, reimbursements will be issued in check form by Accounts Payable and will be sent to the reimbursable party via campus mail. Please note that this process takes significantly longer than the Petty Cash forms and it is recommended that the organization use the ICC Purchasing Card for expenses over $100. This card can be checked out at the office of the Student Organizations Coordinator at the Student Activities suite in the Tyler Campus Center.

INTERNATIONAL PROGRAM FUND ALLOCATION

The Inter Club Council allocates a portion of the available funding to students participating in International Programs.  All International Programs wishing to receive funding must submit a Club Registration Form and a International Program Budget Resolution Form in order to be considered.  The Inter Club Council Executive Board will make all decisions regarding funding and program representatives will be notified of final decisions via email.

Every International Program is eligible to petition for up to $4.00 per student for every student enrolled in the program.

Each resolution should be saved as [Program Location].doc (example: Manila.doc).  All resolutions should be sent via email to Resolutions@InterClubCouncil.com. The subject line of each email should be as follows: [Program Location] – [Representative] – International Program Resolution (example: “Manila – Valencia – International Program Resolution”). An email reply will be sent to the representative of each program submitting a resolution to indicate receipt and acceptance for consideration by the Inter Club Council Executive Board.

Any program requesting for funding from the Inter Club Council is expected to regularly check for correspondence from the Inter Club Council Executive Board and to reply promptly to all requests from the Board.

After the successful ratification of a resolution by the Executive Board, the international program is authorized to be reimbursed for the specific expenses indicated in the financial details of the resolution that are incurred in relation to their event. In order to initiate the reimbursement process, the program representative will need to contact the ICC Vice President of Finance or the Student Organizations Coordinator directly.