Ohlone Student Life Policies & Procedures

Below is a brief list of policies & procedures set forth by the Ohlone College Office of Student Life.
You can also view this information in PDF format here: Student Life Policies & Procedures (PDF)
After reading through them, if you have any questions please do not hesitate to reach out via studentlife@ohlone.edu
 

Welcome Letter from Director of Student Life

Welcome Ohlone Scholars!
 

 I am grateful and humbled to begin my chapter at Ohlone College as the new Director of Student Life. My higher education philosophy centers on education as a legacy and impetus for empowering community and transformational social change. My vision for this year is to collaboratively create innovative, student-centered programming that highlights student leaders and advocates for opportunities for students to contribute to an antiracist, equitable campus environment alongside faculty, staff, and administrators.

  In unity with the ASOC and ICC, the Student Life Department seeks to build a vibrant community of co-curricular learning that allows all Ohlone students to build leadership skills, create connections, and foster holistic development and personal growth. With the introduction of a new Multicultural Center as part of this vision, our Student Life team is committed to building a space where all students feel represented, valued, and empowered to lead alongside their peers and Ohlone community. We strive to ensure that our programming is intentional and honors our students’ racially diverse backgrounds and intersectional identities. As a whole, Student Life strives to serve as a “second home” for students; where intersectionality of identities is affirmed and student voices are at the center of the work that we do. We look forward to partnering with you!

Best,
Cristine Sidela (she/her)
Director of Student Life

    Events Planning Checklist

    This checklist is designed as a guideline to help you plan an event for your student organization (club/ASOC). It is particularly useful for larger events/functions. It is important that you work closely with the Office of Student Life throughout the entire planning process.

    • Step 1: Review the General Event Guideline & discuss the following with your club/fellow ASOC members.
      • Purpose of the event
      • 3 tentative dates, times, and locations (i.e. virtual, building 7, etc)
        • Choosing 3 options allows for flexibility, in the event that there are time/location conflicts.
        • In person events require an extra step that will be further discussed when meeting with Student Life.
      • Develop an estimated budget including all expenses and revenues.
    • Step 2: Request a meeting with Student Life 
      • Allow at least 7 working days to get a response
        • Example: If a request is sent on Saturday the 1st, and there are no weekday holidays during a Fall/Spring semester - a response will be given by Tuesday the 9th.
      • Prepare to discuss the following in this meeting
        • Purpose of the event; is it a fundraiser? (If so, what is the purpose of the fundraiser?) Awareness event?
        • 3 potential dates/times
        • 3 potential locations, or if it's a virtual event
        • Whether or not materials/services need to be purchased
          • All purchased must be made through the Office of Student Life. Student's are not to purchase materials on their own.
        • Funding source for the event materials.
        • Whether this is an on campus or virtual event.
          • On campus events are at the discretion of the Student Life Department & the College Administration due to COVID-19 precautions.
    • Step 3: Submit a Promotional Request to Student Life
      • Review the Promotional Requests tab below
      • Allow 7 working days for requests to be processed
    • Step 4: Provide a list of all approved purchases to Student Life
    • Step 5 (If applicable): Submit a request for security via the Office of Student Life
      • Minimum of 4 weeks prior to the event
      • Costs accrued for necessary security are to be paid for by the host of the event
    • Step 6 (If applicable): Your Advisor must submit a request to Facilities
      • Minimum of 4 weeks prior to the event for large scale set ups
      • Include a visual aid of the layout
      • Large scale events, weekend and evening events may require additional maintenance. Groups will be charged if facilities require extraordinary cleaning, as determined by the Director or Buildings & Grounds.
    • Step 7 (If applicable): Review the  Major Event Policy for Ohlone Student Groups

    Purchases for an Event/Program

    It is college policy that all purchases for student organizations must be made through the Office of Student Life. Students are not to purchase materials on their own, and request a reimbursement, without prior written approval by the Department of Student Life.

    • Step 1: Discuss the following with your club/fellow ASOC members
      • Purpose of the expenditure
      • Develop an estimated event budget including all espenses and revenues
      • Determine whether or not the company providing the materials/service accepts "PO" (Purchase Order Requisitions) as payment isntead of a credit card.
        • PO's are the preferred way of payment from/by the college.
    • Step 2: Request a meeting with Student Life
      • Allow at least 7 working days to a response.
      • Prepare to discuss the following in this meeting
        • What the purpose of the expenditure is
        • Funding source for the event materials/services
        • Whether or not there will be revenue collected before, after or during - and how.
        • Whether or not the company providing the materials/services accepts PO (Purchase Order Requisitions)
    • Step 3 (If applicable): Review Speakers/Performers section of “General Event Planning Checklist” in the ICC Handbook
    • Step 4 (If applicable): Submit a Money Request to ASOC and/or ICC
    • Step 5 (If applicable): Provide a list of all approved purchases to Student Life
      • Allow 14 working days for purchases to be processed
      • Allow 30 days for large scale purchases to be processed
    • Step 6 (If applicable): Submit a Payment Request via this Google Form
      • If submitting a purchase approved via Money Request make sure to include the following:
        • The original Money Request
        • The ICC and/or ASOC meeting minutes from when the MR was approved
        • Receipts and/or invoices for the materials/services being paid for.
      • Submit your completed Payment Request/Reimbursement form.
        • Reminder: Students must have prior approval from the Dept. of Student Life before submitting a Payment Request/Reimbursement form.

    Promotional Materials/Requests

    • Step 1: Discuss the following with your club/fellow ASOC members
      • Purpose & creation of the flyer/promotion (PNG format needed for submission)
      • ADA compliant text version of the flyer
        • Ensure that all pertinent information on the flyer is written out in plain text.
    • Step 2: Request a meeting with Student Life *This step is only applicable if the promotional request is for an event*
      • Allow at least 7 working days to get a response
      • Review policy for events in the tabs above.
      • Review policy for requesting a meeting Student Life in the tab below.
    • Step 3: Submit a Promotional Request to Student Life
      • Allow 7 working days for requests to be processed
      • Ohlone Student Updates (Email Blast) requires an additional 3 working days to be processed & require the following information:
        • Subject line for the email
        • Body of the email (final draft version)
        • Signature line (who is the email from?)
        • Attachments (final draft & must be ADA compliant)
      • Physical Flyers: After submitting the promotional request you'll receive an email with a stamped copy of your flyer. You can post this stamped copy of the flyer at any of the designated bulletin boards located on campus, for up to 3 days.
        • Please review the Time, Place & Manner College Policy.
        • Physical flyers can be posted (using tacks only) at the following bulletin board locations:
          • Fremont Campus
            • Hyman Hall 2nd floor
            • Bookstore (give to the cashier who will put it up)
            • Building 7: 2nd floor by the doors, 3rd floor lobby
            • Building 4: outside elevator at floors 1, 2 and 3
            • Building 9: 1st floor, across from the gym
            • Building 6: outside elevator at floors 1, 2 and 3
            • Building 5: outside the cafeteria
          • Newark Campus
            • 1st & 2nd floor lobbies by the recycle bins

    Vacant Position in your Organization 

    When there is an open position in your organization you want to promote - follow the above procedures. However, in support of equity and inclusion - submit the application 40 days prior to the deadline for applications. This allows the department 7 working days to process the request, and 30 days for the Student Body to learn more about the position and submit their application.

    Ohlone Student Body Elections

     In support of equity and inclusion - promotional materials announcing the ASOC Executive Officers positions for the new academic year should be submitted no later than 2 weeks prior to the Fall finals.
    Elections notification materials should be submitted no later than 60 days prior to the start of the elections. This allows the department 7 working days to process the request, and the Student Body ample time to learn more about the candidates and to prepare to submit their vote.

    Meetings with Student Life

     The Office of Student Life is always reachable via email. Due to COVID-19 precautions, and to ensure that we are meeting with our students, whether in person or virtually, as promptly as possible we ask that all students submit a meeting request form

     This will help us keep a concise log of who needs to meet with us and why, so that we may better serve our students.

    Please be sure to submit the following on the form:

    • Your First & Last name
    • Your Ohlone ID number
    • Your email address (please double check the spelling, as this is the email we'll be reaching out to you)
    • 5 dates and timeframes that you're available to meet
    • Whether or not this is an urgent matter
      • This is entirely up to your discrection, if YOU feel it's urgent then click "yes."
    • Brief descriptoin of what the meeting is for. This will help us ensure that we connect you with the right team member(s). If you have a preference on who you'd like to meet with, or if you'd like to meet with the entire team, you can also place that in this section of the form.

    Public Meetings

     Any public organization hosting public meetings must abide by the Brown Act. In support of our student organizations, namely ASOC & ICC, Student Life assists in posting public meeting documents online a minimum of 72 hours prior to the meeting to remain in compliance with the Brown Act.

     Submission of public meeting documents are due to Student Life no later than 1 working day prior to the start of the 72 hour window. For example: If your organization is hositng a meeting on Friday the 10th at 12pm, the documents must be availabe to the public no later than Wednesday the 8th at 12pm. Thus, your documents are due to Student Life no later than Tuesday the 7th. This is to ensure that not only the Student Life department, but other departments involved, have ample time to publicly post the documents before the 72 hour window begins. 

     All documents must be ADA compliant. If you are in need of assistance in learning how to do this - please do not hesitate to reach out to our department, and we'd be more than happy to help.

    Brown Act 

    Regular Meetings: Agenda containing brief general description (approximately twenty words in length) of each matter to be considered or discussed must be posted at least 72 hours prior to meeting. (54954.2 Ch IV)

    Special Meetings: Twenty-four-hour notice must be provided to members of legislative body and media outlets including brief general description of matters to be considered or discussed. (54956 Ch. IV)

    Emergency Meetings: One-hour notice in case of work stoppage or crippling activity, except in the case of a dire emergency. (54956.5 Ch IV)

    Closed Session Agendas: All items to be considered in closed session must be described in the notice or agenda for the meeting. A model format for closed-session agendas appears in section 54954.5. Prior to each closed session, the body must orally announce the subject matter of the closed session. If final action is taken in closed session, the body generally must report the action at the conclusion of the closed session. (54954.2; 54954.5; 54957.1 and 54957.7 Ch. IV)

    Source: https://oag.ca.gov/sites/all/files/agweb/pdfs/publications/brownAct2003.pdf

    Ohlone College, ASOC & District Policies

    Revised July 2021. The Office of Student Life, at Ohlone College, reserves the right to update these policies & procedures.