Club Operations Policy

BCSG-recognized clubs are expected to adhere to the below policies:

Club Records

  1. Clubs are expected to maintain updated records with Campus Life. This includes the names and contact information for individuals holding leadership positions (president, vice president, treasurer, community liaison, and secretary), club advisor name and contact information, and, if applicable, key holders for storage and office space.
  2. Individuals holding leadership positions must be currently enrolled in classes at Bates.
  3. Clubs may update their information at the Club Directory and Bates Engage Update Form located here.
  4. The club president is the default manager of the club’s Google Group, and the club’s officers on record are the default officers of the club’s Bates Engage group. These may be changed by submitting the Club Directory and Bates Engage Update Form as noted in item 3.
  5. Clubs are required to submit a Mid-Year Report in December and a Club Renewal Application, which is open from February 1 to the second Monday in March.
  6. New clubs that are approved may only include “Bates” in their name if a substantial portion of their activities involve interacting with external entities. This decision will be made at the discretion of Campus Life.
  7. Existing clubs may request to change their name on the annual Club Renewal Application. Requested name changes will be approved at the discretion of the BCSG Budgets and Clubs Board (BCB) in consultation with Campus Life.

Training and Development

  1. Club leaders are required to attend mandatory orientations and workshops at the request of Campus Life and/or the BCSG Budgets & Clubs Board (BCB). Failure to meet this requirement may result in the club having its account frozen.
  2. At least two leaders of each club are required to attend budget hearing(s) with BCB to discuss their Club Renewal Application. Clubs that do not have at least two leaders attend may be subject to BCB sanctions regarding their initial budget allocation.
  3. Club leaders are strongly encouraged to attend optional workshops and training that are coordinated by Campus Life and the Budgets and Clubs Board.

Club Storage and Office Space

  1. Items purchased with club funds must be kept in a Campus Life-approved club storage or office space. Receipts must be retained and submitted to Campus Life to remain on file and maintain an accurate inventory of club purchases.
  2. Clubs may request storage or office space in Chase Hall from Campus Life. Storage and office space is limited, and requests may not be able to be accommodated.
  3. Club storage and office spaces may not be used to store personal items at any time of the academic year or over break periods, including summer break.
  4. Club storage and office spaces must be maintained, kept clean, and kept in compliance with college environmental health and safety standards.
  5. Club storage and office spaces are dry spaces on campus. Club or office spaces found to have hosted activities including alcohol will result in club leaders and those involved facing Campus Life sanctions, possible referral to the student conduct process, and possible revocation of club or office space.
  6. Club storage and office spaces will be inspected regularly by Campus Life staff.
  7. Clubs with storage or office space must maintain with Campus Life an updated list of those approved to have keys or swipe access to their space, as applicable. Clubs may add or remove key holders via the Club Directory and Bates Engage Update Form. This space must remain locked at all times to ensure the security of items stored.
  8. Access to club storage or office space is only available during the academic year. Key holders must return their keys when they depart campus to study abroad, or for summer break. Keys may not be held over the summer. Spaces for which keys have not been returned will have their locks changed, and individuals who did not return keys will be charged a $50 rekeying fee.
  9. Campus Life will work with clubs that have storage or office space to perform an annual fall inventory of items stored. Any items not claimed will be disposed of appropriately. Any items missing from the previous inventory will be documented, and replacing such items will be at the discretion of the club, using club funds.

Meetings, Events and Programs

  1. Club leaders are encouraged to review the Event & Program Planning Guide.
  2. Clubs are assigned a Student Programming Fellow to serve as their event and program-planning advisor throughout the academic year. Campus Life staff are also available to provide support for the coordination of event logistics.
  3. Campus Life will determine which events require staffing support. This could include security, event staff, custodial support, and others. As responsible members of the Bates community, clubs are expected to provide a safe environment for all attendees of events, and therefore staffing costs incurred are the responsibility of the club. For the 2020-21 academic year, necessary funds to cover these costs will be transferred to club accounts by Campus Life.
  4. Late night social events (e.g., dances, DJ nights, 21+ programming, etc.) may not begin prior to 9pm, and must end no later than 2am. Exceptions to this policy are possible, and will be made by Campus Life on a case-by-case basis.
  5. Clubs may not invite individuals from outside of the Bates community to their on-campus events due to college COVID-19 policies.
  6. Clubs must have a plan to abide by college COVID-19 policies. Campus Life will work in collaboration with club leaders to plan the following for each event (note this list is not exhaustive): capacity maintenance, social distancing adherence, masking adherence and sanitization.
  7. Clubs should also have a plan for how to abide by college COVID-19 policies at their meetings. Depending on the size of a club and the campus spaces available for meetings, this may require meetings to be held outside and/or virtually.

Finance

  1. Club treasurers are required to maintain an up-to-date ledger of club account activity, separate from Accounting reports. Campus Life will share the template for this document with clubs at the start of the academic year.
  2. Accounting forms for reimbursement must be approved by a Campus Life staff member via signature or email.
  3. Reimbursement requests must be submitted to Campus Life using the Payment Request Form within ten business days of the date of purchase, and, if being submitted at the end of the academic year, must be submitted by the last business day of the academic year – the business day closest to June 30.
  4. Please note there are additional considerations regarding reimbursement for travel – see the travel section below.
  5. Club funds may not be used to purchase alcohol, tobacco, or drugs. Religion-related clubs may spend funds on necessary alcohol for religious activities only, and must be approved in advance by Campus Life.
  6. Clubs wishing to use their funds to purchase a subscription service (e.g., Apple Music, Spotify, Adobe Creative Cloud, Canva, etc.) must obtain approval from Campus Life to do so.
  7. Clubs wishing to pay an individual for labor or any service rendered (e.g., coaching, training, etc.) must receive approval from Campus Life. This individual will be expected to comply with HR policies regarding hiring. Please see “Working with External Entities” for more details.
  8. Club funds may not be used to pay students under any circumstances. Please note that this is a legal requirement.
  9. Club funds may not be used to donate to external organizations (e.g., charities and other non-profit organizations). 
  10. Club funds may not be donated or transferred to other clubs without the permission of Campus Life. Clubs may request inter-club transfers using the Club Funds Transfer Request Form. Please allow two business days for requests to be reviewed.
  11. Unrestricted financial donations and gifts (donations and gifts without a specific purpose, donated for general club use) received from March of the current calendar year through February of the coming calendar year must be spent by the end of the academic year. Any such funds not spent will not remain in the club’s account, and will be absorbed by the Budgets & Clubs Board.
  12. Unrestricted financial donations and gifts received will be withdrawn first from a club’s account as needed.
  13. Fundraising is typically discouraged but may be permitted under special circumstances. Clubs interested in fundraising should review the Campus Life Fundraising Policy and plan to meet with a Campus Life staff member to discuss interest and plans. 
  14. Restricted financial donations and gifts (donations and gifts with a specific purpose) may be held in a club’s account until the intended expenditure has occurred. Any money left over after said expenditure will be converted to unrestricted donations, and will follow the rules in items 11 and 12.
  15. A club may restrict donated funds for a specific purpose at any time. Contact Campus Life to initiate this process.
  16. If a club desires to spend funds exceeding their initial allocation, and cannot find additional means of funding, a personal expense may be incurred. If this expense incurs a hardship on a club member they should submit a Personal Expense Fund application.
  17. Clubs are prohibited from spending into debt. If a club spends into debt, the treasurer of said club must immediately report this to Campus Life. The amount spent into debt will remain in the club’s account for the following academic year, and will therefore reduce the amount of funds available to the club in September.

Travel

  1. BCSG-recognized clubs are required to comply with the Off-Campus Travel Policy. Due to college COVID-19 policies, overnight trips are not permitted. Once permitted, day trips within the state of Maine will be considered on a case-by-case basis. Day trip applications must be submitted at least ten days in advance of the trip date. Clubs that are not approved for travel by Campus Life may not use club funds on travel expenses or related activities.
  2. Students are not permitted to use their personal vehicles to transport passengers for any club activity or college business more broadly. Students in need of transportation for a group of four or fewer people may reserve a Bates College vehicle here. Please note that in order to drive a Bates College vehicle, students must be certified via the driver training program. Students in need of transportation that can accomodate more than four people should contact Campus Life to discuss options. 
  3. Please review safety information regarding travel off-campus here. 
  4. Reimbursement requests for travel expenses must be submitted to Campus Life, and made using the Travel Expense Report. This may be done via scheduling an appointment with Campus Life staff, or emailing the report and pictures of receipts to campuslife@bates.edu
  5. Travel Expense Reports must be submitted to Campus Life within ten business days of the date of return to Bates. Completed Travel Expense Reports should include as attachments receipts corresponding with the costs on the report, a list of the names of all students who attended the trip, and if done via ground travel, specifying the number of vehicles driven, and those who drove. Campus Life can assist with assembling these documents.
  6. Students traveling away from campus for club activities may be expected to financially contribute towards their expenses should expenses exceed the club’s budget or travel allowance. However, if the personal expense incurs a financial hardship on a club member they should submit a Personal Expense Fund application.

Working with Non-Bates Entities

  1. External entities wishing to conduct business and/or use Bates College facilities are required to have their own liability insurance. This insurance is necessary to cover any claims or losses for which the external entity may be responsible. Clubs contracting such entities should request that they provide a Certificate of Insurance with $1,000,000 in coverage and Bates College listed as co-insured.
  2. Campus Life believes in creating and sustaining safe environments for our students to thrive. Individuals that work on a consistent basis (i.e., more than once) with a club advised by Campus Life, but are not otherwise affiliated with the Bates community (e.g., a student or employee of the college) are required to complete a background check. They may register for a background check here.