This page is intended to help current student organizations successfully hold meetings and host events, among other activities. For more information on the guidelines or processes outlined in this page, visit the Student Activities Office, located in Campus Center (across from the Bookstore).
Expectations of student organizations
To be considered an official Moorpark College student organization and receive any associated benefits, clubs must:
Be formally recognized by the ASMC Board of Directors. All student organizations must be formally recognized by the Board of Directors in order to receive the benefits offered by ASMC. Benefits include: use of the college name in all publicity; using college facilities for meetings, events, or activities; and requesting funds from ASMC through the Programming Committee.
Participate in Inter-Club Council meetings. Formally recognized student organizations are automatically considered a part of the Inter-Club Council (ICC). The ICC will serve as the representative body to coordinate and promote communication and cooperation among student organizations on campus. The ICC is composed of officers and a voting representative from each student organization, and it is required that a representative from each club attend the monthly ICC meetings, which are chaired by the ASMC Director of Student Organizations. Visit the ASMC Board of Directors page for more information about the ICC.
Track your meetings. Take minutes each meeting and collect roll for all members in attendance at each meeting, and provide that information to the ASMC Director of Student Organizations. Clubs should also provide the Director of Student Organizations with scheduled meeting times so this information can be made available on the MC website.
Submit your renewal forms on time! Organizations that are active in 2017-2018 and wish to continue in the 2018-2019 academic year must submit the required renewal paperwork by Friday, June 1, 2018. See the "Renewing a current student organization" section below for instructions.
Policies, guidelines, and forms for student organizations
The following are resources intended to help you most effectively operate your on-campus organization. If you have questions about club policies or guidelines, please contact either the ASMC Director of Student Organizations or the Moorpark College Student Activities Specialist Kristen Robinson at email@example.com.
On-campus meetings, activities, and events
Unless otherwise stated on the form, please submit completed facility or equipment request forms to the Student Activities Office for review at least three weeks in advance of your meeting, event, or activity. The Student Activities Office is located in the Campus Center, across from the Bookstore.
- Event planning guide (tips to get you going on organizing your event!)
- Request to use equipment (if you need to borrow tables, chairs, or other items for your event)
- In-House Facility Use form (to reserve rooms on the MC campus for meetings or events)
- District Facility Use form (if you wish to request another VCCCD-operated space outside of the MC campus)
- Performing Arts Center Facility Use request (if you want to try to reserve the PAC for your event)
- Posting requirements (rules for posting flyers, posters, banners or ads for events/activities)
- Standard Agreement (any club who invites a speaker on to campus needs to have that person fill out this form, even if there is no cost)
Please note that the only indoor space on the Moorpark College campus that allows for the service of food is the Campus Center Conference Room. Please request this space on the In-House Facility Use form if you wish to provide food for your club and wish to use an indoor meeting room.Questions about the In-House, District, or Performing Arts Center Facility Use forms may be directed to Kristen Robinson at firstname.lastname@example.org.
Off-campus field trips or excursions
If you are planning an off-campus field trip for your club, you must submit the Field Trip Excursion Request form for the group, and each student participant must fill out the Student Participation Form. If you are not providing transportation to the activity, each participant will need to also submit a Non-District Transportation Notice. If you are providing transportation but a student opts to provide their own ride, that student must submit a Personal Transportation Waiver form. Travel forms are due at least two weeks in advance of the field trip to the Student Activities Office in the Campus Center.
- Field Trip Excursion Request (if you're planning an off-campus event)
- Student Participation Form (any student participating in the off-campus event needs to submit this form)
- Student Conference or Campus Visit Form (if a student is attending a conference or visiting a college, they need to submit this form to their club advisor)
- Liability Waiver Form (if your club members will be participating in potentially risky activities, have each participant submit this form)
- Non-District Transportation Notice (if your club is not providing transportation for your trip)
- Personal Transportation Waiver (if a club member decides to provide their own transportation instead of taking district-provided transportation)
- Transportation Request Form (if your club wishes to request use of a Moorpark College-owned 7-, 12-, or 15-passenger van for your excursion)
Requesting funding from the ASMC Board of Directors
Formally recognized Moorpark College student organizations or departments can request funding for their student-centered activities or events through the ASMC Programming Committee. (Learn more about the students serving on the Programming Committee by visiting the ASMC Board of Directors page.) The Application for Funding should be submitted to the ASMC Director of Campus Events at least two weeks before the funds are needed in order for the Programming Committee to meet and for the money to be transferred, if approved.
Petty cash, purchase order, and other funding forms
The guidelines below are to help student organizations understand the process for which they can access and spend their account funds. Many funding processes require the use of a Requisition form. Only hard-copy Requisition forms may be submitted. Clubs may pick up a Requisition form at the Student Activities Office (located in the MC Campus Center), or at the Student Business Office (located in Fountain Hall).
- Petty cash guidelines
- Sample Requisition form - petty cash
- Sample Requisition form - Advance check
- Sample Requisition form - Purchase Orders
- Trust Account signature update (if you changed officers)
Fundraising for your student organization
Filming on campus
Students, faculty, staff, or local community members must submit an application for approval before conducting any filming or commercial photography on the Moorpark College campus. Please select the appropriate filming permit from the two options below, and submit the completed form to the Moorpark College Business Services Office, located in the Administration Building.
- General Film Permit (for faculty, staff, or other community members)
- Moorpark College Student Film Permit
Creating or renewing a student organization
All active student organizations who wish to continue their operations into the next academic year must renew their club's paperwork with the Student Activities Office by the end of the current academic year. Hard-copies of the required paperwork are available in the Student Activities Office, with electronic versions provided in this section. Required renewal paperwork must be submitted to the Student Activities Office by Friday, June 1, 2018 at 5:00 p.m.
Student organizations applying for renewal must submit the following four (4) documents:
- Student Organization Information Form
- Student Organization Officer Information Form
- Trust Account Update Form
- Student Organization Advisor's Agreement
Students looking to create a new organization must submit the following five (5) documents:
- New Student Organization Starter Packet
- New Student Organization Information
- New Student Organization Officer Information
- New Student Organization Advisor's Agreement
- Trust Account Authorization Set-Up
- ASMC Standing Rules, Article V
Student organizations that have been inactive for over two (2) years and wish to become active again must go through the same steps as those students forming a new organization.
Additional resources for student organizations
Here are some additional resources that student organizations may find useful:
Canva: Canva is an online platform that allows for the creation of designs for web or print, including blog graphics, presentations, Facebook covers, flyers, posters, invitations, and much more--all for free! Get started at www.canva.com.
SurveyMonkey: SurveyMonkey provides free online questionnaire and survey software. Visit www.surveymonkey.com to get started.
Doodle: This online software simplifies the process of scheduling meetings and events. Check it out at www.doodle.com.
MailChimp: MailChimp is an email marketing platform that allows people to create beautiful email campaigns for free. Start creating yours at www.mailchimp.com.
Google Docs: Google docs allows for the creation and editing of web-based documents, spreadsheets, and presentations. These documents can be stored online and accessed from any computer. Visit www.docs.google.com to learn how to use this free resource.
Transcript Addition form: Did you know that your official Moorpark College transcripts can include notes about your student organization involvement? Download the Transcript Addition form and submit it to the Student Activities Office.