SS 6.01pr - Co-Curricular and Extra-Curricular Programs : Participation

Program Eligibility

All participants in extra-curricular and co-curricular programs must be enrolled at Edmonds College for at least two (2) credits in accordance with the following stipulations:
 
Athletics: Student participants must be registered for a co-curricular class as specified for their particular sport, and must abide by the Northwest Athletic Conference (NWAC) eligibility rules.
 
Music: Student participants must be enrolled for at least two (2) credits of the related co-curricular music class.
 
Between the Lines, The Review and Theater: Student participants must be enrolled for at least two (2) credits at Edmonds College.

Performance and Publication Guidelines

Public performances, productions, presentations, and publications are an integral part of extra- and co-curricular programs. Therefore, it is necessary to maintain a performance or production schedule that justifies both the existence of the extra- and co-curricular program and the subsidy provided by the Center for Student Engagement and Leadership (CSEL).

• Between the Lines: The Edmonds College Literary magazine, Between the Lines, will be published each year and completed by the end of spring quarter.
• Music: Each Choir will perform once per quarter (fall, winter, spring) either on campus or locally in the community. Ticket prices for admission will be set in accordance with CSEL regulations.
• Theater: There will be one production per quarter (fall, winter, spring) either on campus or locally in the community. Ticket prices for admission will be set in accordance with CSEL regulations.
• The Review: As the official student newspaper of Edmonds College, The Review will be published at least four (4) times during each quarter (fall, winter, and spring).

Scheduling

Each extra- and co-curricular program shall submit a performance, production, presentation, or publication schedule during the CSEL budget process in winter quarter for the following year. That schedule shall include a minimum of one free, on-campus offering for students. Specific dates for performances, productions, or presentations are due by the end of spring quarter for inclusion in the following year’s Student Handbook/Triton Planner.

Finances

• Financing extra- and co-curricular programs is the joint responsibility of the college and the CSEL. The college finances the advisor stipends, instruction, and instructional equipment. CSEL finances the expenses associated with performances, productions, presentations, events, and publications such as goods and services, student help, and travel.
• Any revenue that is acquired through gate receipts, ticket revenues, advertising revenues, honorarium contributions, or fees for performances shall be managed and deposited in accordance with college cash management procedures.
• All expenditures shall be approved by the Dean for Student Success: Student Life and Development and will follow the appropriate Business Office expenditure guidelines.
• In most cases and unless otherwise authorized by the Dean for Student Success: Student Life and Development, expenditures and account information will reside within the jurisdiction and control of the Office of Student Life and the 522, 840 and Foundation programs.

Travel

Requirements for Local and Overnight (Pacific Northwest) Travel

Local travel is defined as round-trip that can be completed during one (1) day and shall require the following procedures. Pacific Northwest is defined as Washington, Oregon, Idaho, and British Columbia.
 
Note for Athletic Programs: This applies to optionally scheduled athletic events not required by NWAC.
 

• Submit the following documents to the Dean for Student Success: Student Life and Development before the trip:

1. Completed Travel Authorization form prior to the trip with a roster of the group members attached.
2. Car Pool Trip Tickets and driver authorization forms with the Travel Authorization form.
3. Purchase Requisition for payment of bus transportation prior to the trip.

 
Submit the following documents to the Dean for Student Success: Student Life and Development after the trip:

• Travel Expense Voucher following the trip if commercial lodging was used and/or meal money was advanced and distributed to the group members per the Team Travel form.

Special Travel Outside of the Pacific Northwest

Extra- and co-curricular group travel outside the Pacific Northwest is of a special nature that may be warranted by an unusual honor or opportunity that would bring exceptional credit to the College or learning experience for the students. Approval of travel outside the Pacific Northwest must be granted by the Dean for Student Success: Student Life and Development, the appropriate division dean, and the Vice President for Student Services.
 
Note for Athletic Programs: This applies to optionally scheduled athletic events not required by NWAC.

• Request for permission to travel, including a complete estimate of all costs and revenue-generating plans, must be submitted to the appropriate division dean in cases of co-curricular program travel. All requests must be presented to the Dean for Student Success: Student Life and Development. If the request is approved, he/she will forward it to the Vice President for Student Services for approval.
• Documentation must be provided which assures that all revenue required to complete the trip is deposited (guaranteed) prior to purchasing tickets or contracting for travel arrangements. Such documentation must include payment of a pro-rata share (if required) of the cost of the trip by all traveling members by a specified date.

 

RELATED POLICIES AND PROCEDURES
SS 6.0 Co-Curricular and Extra-Curricular Programs

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Student Services

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Student Services

REVIEW PERIOD
Three years.

REVIEW HISTORY
2015-Dec 16  Reviewed by President’s Cabinet

2003-Oct  Updated

2003-Nov 17  Revised