Clubs Handbook

Everything that you need to know to organize and run your club.

Financial Information

Club Accounts

All clubs are required to conduct their financial activities through their Associated Student (AS) Accounts. External banking arrangements outside the University or campus auxiliary organizations are prohibited. If your club presently has an off-campus account it must be closed immediately and all funds must be deposited into your AS account. Failure to do so may result in losing your club status.

Clubs may set up a free checking and accounting service through the AS Business Office. The Business Office sends a monthly print-out to all clubs with account information. You should review this sheet carefully when you receive it. If you have any trouble understanding the print-out, contact the AS Business Office at 826-3771.

To set up an account, the club member in charge of finances (usually the treasurer) should obtain a signature card from the AS Business Office or the Clubs Office. Signatures must be obtained from the Treasurer, Club Advisor, and the Club Coordinator. In order to receive the signature of the Club Coordinator the club must be an active club. These signatures are then kept on file in the AS Business Office for reference. Clubs will then be assigned an account number. Signature cards must be updated annually, and when club treasures or advisors change.

Steps to filling out a check request
  1. Obtain all original receipts, invoices, purchase orders, service agreements (with a legitimate independent contractor) and etc. A credit card charge with itemized receipt is acceptable. Please make it a habit of retaining all original receipts.
  2. Fill out a “check request” available in the AS Business Office. You will need to include a detailed explanation of the expenditure, as this will appear on your printout. Checks are dispersed twice a week; therefore requests should be filled out before the check is needed.
  3. Submit “check request” along with original receipts to the AS Business Office and retain the pink copy and a copy of your receipts for your records.
Steps to depositing funds into your AS account
  1. Fill out a “deposit slip” available in the AS Business Office. You will need to include a detailed explanation of the deposit, as this will appear on your printout.
    1. The “deposit slip has carbon copies; the original white and yellow copies must be detached and deposited with the money (this could include cash or checks).
    2. Put the white and yellow copies of the “deposit slip” and the cash or checks in an envelope (these can be obtained from the AS Business Office) and deposit into the mail slot just to the right of the University Center Info Desk (look for the Clubs Office sign). Keep the pink copy for your records.

AS Event Funding Grants

Activities Coordinating Board/MultiCultural Center Allocation Board for Event Funding

Clubs and Activities Grants up to $1,000

Clubs and Activities Grants are available for on-campus events and activities that are free to HSU students and open to the community. Grants are used to encourage student groups to put on high quality events or invite speakers, performers, and professionals to campus. All events receiving a Clubs and Activities Grant must occur before the last day of spring semester.

Stipulations:

  1. Preferences will be given to programs that have secured support from other sources, such as fundraising.
  2. This money is not intended to fund equipment or classroom activities or endorse political candidates.
  3. Funding for purchasing food is available up to $50.00 per event.
  4. After the event, grant applications will not be considered.
  5. These funds can be used to pay travel costs for a speaker or performer.
  6. No more than $1,000 may be allocated to any one organization per semester unless funding is also received from a CPG grant. If event funding includes an allocation from the Cultural Programming Grant, no more than $2,500 may be allocated to any one organization per semester.
  7. No more than $2,500 can be given to a single event, regardless of the number of groups applying for funds.
  8. All events receiving a grant must display the AS logo, the name of the sponsoring student group and the accessibility statement on all promotional materials. All publicity for events shall be reviewed and approved by the Clubs Office if you receive a Clubs and Activities Grant; and by the MultiCultural Center if you receive a Cultural Programming Grant, in advance of posting.
Cultural Programming Grants up to $2,500

Cultural Programming Grants are available for on-campus events and activities that are free to HSU students, and open to the community. Grants will be provided for on campus events that promote social justice, educate and raise awareness of cultural diversity, equity, cultural celebrations and traditions. All events receiving a Cultural Programming Grant must occur before the last day of spring semester.

Stipulations:

  1. Preferences will be given to programs that have secured support from other sources, such as fundraising.
  2. This money is not intended to fund equipment or classroom activities or endorse political candidates.
  3. Funding for purchasing food is available up to $50.00 per event. For food purchases which are integral to the event, funding may be available up to $200.
  4. After the event, grant applications will not be considered.
  5. These funds can be used to pay travel costs for a speaker or performer.
  6. No more than $2,500 can be allocated to any one organization in any one semester. If event funding includes an allocation from a Clubs and Activities Grant, no more than $2500 can be given to a single event.
  7. If event funding includes an allocation from the Clubs and Activities Grant, no more than $2,500 may be allocated to any one organization per semester.
  8. All events receiving a grant must display the AS logo, the name of the sponsoring student group and the accessibility statement on all promotional materials. All publicity for events shall be reviewed and approved by the Clubs Office if you receive a Clubs and Activities Grant; and by the MultiCultural Center if you receive a Cultural Programming Grant, in advance of posting.

Funding Limitations

These funds are student generated through The Associated Students, there are some limitations that need to be considered when applying for funding.

We CAN fund the following

  • Publicity (flyers, posters, newspaper ads, etc.)
  • Lodging for speaker/performer
  • Supplies & Equipment rental for proposed events
  • Nonprofit/nondiscriminatory events
  • Fees for speaker/performer (people who are not HSU faculty, staff, administrators, or students)
  • Travel costs for speaker/performer

We CANNOT fund the following

  • Equipment purchases
  • Classroom activities
  • Alcohol
  • Nonevent specific publications/pamphlets/booklets
  • Tournaments/games/fundraising events
  • Clothing or costumes
  • Awards, wages, or specialty items for club members
  • Presenters or performers who are HSU faculty, staff, administrators, or students

Grant Application Process

  1. Application for Funding must be typed and complete. Note: Events occurring after a grant deadline will not be considered for funding. The only exceptions are events occurring before the first grant deadline. Grant applications may be obtained at the Clubs & Activities Office or at: https://www.humboldt.edu/forms/node/264
  2. Your club/organization advisor must sign the funding application form.
  3. Applications can be submitted to the Clubs & Activities Office.
  4. A student representative must be present at appointment time which will be emailed to the contact listed on the application. Failure to send a representative will likely result in a funding request denial.
  5. All flyers advertising events must include an accessibility statement, AS Logo, and name of sponsoring student group. All publicity must be approved by the Clubs Office for a Clubs and Activities Grant or by the MultiCultural Center for a Cultural Programming Grant.
  6. If your event is canceled or postponed, please contact the Clubs Office as soon as possible.

Funding for these grants are provided and supported by the Associated Students of Humboldt State University.