CLUB ADVISOR GUIDE

 

I. ADVISOR INDEMNIFICATION AND THE NON-NEGLIGENCE THRESHOLD

The District indemnifies staff carrying out club advisor responsibilities strictly upon the condition of non-negligent execution. Non-negligent behavior requires the advisor to:

  • Maintain familiarity with appropriate laws, policies, and regulations including Board Policies (8.5.2 & 8.5.2P).
  • Ensure all club activities strictly adhere to District policies.
  • Maintain awareness of all planned club activities. An official event is defined as any activity utilizing the club name, SRJC branding, or club/college funds.
  • Affirmatively inform the club if a proposed activity is illegal, dangerous, or otherwise inappropriate.
  • Ensure potential participants are explicitly informed of possible hazards to diminish campus liability.
  • CHART: If interested, our office has created a comparison chart between an "official club event" and a "personal hangout" -contact Coordinator, Student Engagement: Joshua Pinaula


II. MANDATORY PHYSICAL PRESENCE (INSURANCE VALIDITY)

Advisor presence is a definitive factor in establishing institutional liability coverage and official event status. Advisor attendance is strictly required for the full duration of the following:

  • Any on-campus meeting or event outside normal business hours (before 8:00 a.m. or after 5:00 p.m.).
  • Any official club meeting or event that is off-campus.
  • Any activity involving higher-risk elements (e.g., sports, travel, or identified safety concerns).
  • Official online events that use an SRJC-affiliated Zoom.
  • Club officer elections and any meeting where financial decisions are made (to ensure fair process and majority agreement).
  • Exemption Note: Advisors are not required to attend routine, on-campus club meetings during normal business hours, provided the advisor establishes an emergency contact protocol.


III. FIDUCIARY RESPONSIBILITIES

Financial operations are regulated by state law and institutional policy to prevent misappropriation.

  • Pursuant to the California Education Code, all clubs must bank their funds in a Trust account within the Student Life Office
    (Contact: Melissa Cowan, clubaccounts@santarosa.edu) for deposit procedures.
  • Off-campus bank accounts and personal external money transfer applications (e.g., Venmo) are explicitly prohibited.
    (Contact Melissa about how to use Student Life Venmo)
  • Advisors exercise direct fiduciary oversight; the advisor's signature is required on all financial documents after confirming majority student agreement (via club treasurer).
  • Advisors must meet with club treasurer to discuss position and responsibilities
  • A W-9 is required from all vendors requesting payment for services. Students must never hand cash or checks directly to vendors.
  • Student funds may not be used to purchase alcohol or conduct raffles.
  • All sales of material goods (food, apparel, etc.) are subject to current sales tax deduction upon deposit (10.00% for Santa Rosa as of 07/01/26).


IV. INCIDENTS & DISCIPLINE ESCALATION

The advisor functions as the primary operational authority during club activities, with explicit reporting mandates.

  • The advisor possesses the authority to direct functions and attendees at official club activities in the exact manner they would in an on-campus classroom setting.
  • All disciplinary actions are governed by District Policy and the Student Conduct Standards and Due Process/Discipline Procedures.
  • Any safety or conduct concerns must be reported to the Student Life Office immediately.
  • Advisors must identify themselves and cooperate with law enforcement or District Police when behavior or safety problems arise.
  • Jurisdictional escalation requires contacting District Police for on-campus events and appropriate local law enforcement agencies for off-campus incidents.

 

V. TRAVEL WAIVERS AND EXTRACURRICULAR LIABILITY EXEMPTION

Off-campus non-instructional travel requires strict adherence to waiver protocols to shield the District from litigation. Event Applications must be submitted before any travel is booked.

  • If the college is not providing transportation, the driver is not acting as an agent of the college, and the college assumes no liability for the vehicle's condition, the driver's record, or resulting injuries.
  • All traveling students must execute a "Travel Request Form" or "Field Trip/Activity Request Form" (with attached quotes).
  • A "Field Trip/Activity Liability Waiver" is strictly required prior to the start of travel. This document legally releases the District from negligence claims.
  • Vehicle Liability: SRJC employees and advisors are strictly prohibited from transporting students in personal vehicles. District or rental vehicles must be used (requiring a Driver Clearance Form and training).
  • If a student drives their own vehicle, they must complete a liability waiver stipulating that their personal insurance policy assumes full responsibility for injuries or damages.


VI. FACILITY USE, CONTRACTS, AND HEALTH STANDARDS COMPLIANCE

Physical operations and external partnerships are restricted by county health codes and legal contract requirements.

  • Contracts: Any external partnership requires the "Agreement for Professional Services." The contracting entity must be legally listed as "Sonoma County Junior College District" (not SRJC). Refer to the Purchasing website for a full list of contract requirement forms.
  • Insurance: Outside vendors must provide a Certificate of Insurance (COI) demonstrating $2 million per occurrence / $4 million aggregate coverage, with specific "additional insured" language protecting the District.
  • Food Standards: All food must be prepared in a certified commercial kitchen. Homemade items are strictly prohibited.
  • Food Service Contract: Pacific Dining holds the "first right of refusal" for all catering. Outside food vendors may only be used if Pacific Dining cannot match the product or is 5% or more expensive, and a waiver must be officially approved.