Frequently Asked Questions (FAQ)

Just show up at the meeting of the club you are interested in joining and get to know them! 

 Simple... minimum enrollment (half a unit) at De Anza College.

 Yes, you can be a member of as many clubs as you can handle!

However, there are limits to how many officer positions you hold. You cannot hold the same officer position in two clubs (for example you can be the president of one and the treasurer of another but not president of both or treasurer of both).

Find clubs, meeting times and more on the De Anza Student Club List website. With over 80 clubs, there is a lag time to post meeting locations and times at the beginning of the quarter. Please be patient.

Come out to Club Day on October 16 in the Main Quad to see all clubs.

You can also visit the Office of College Life and inquire at the front desk. 

Yes, the ICC sponsored events are open to the entire student body. We want you to be involved, so see what interests you and attend different events and club meetings. 

If club members participate in designated ICC/Club/Special Events on campus you can increase the chances that their club wins different prizes that we give out! This includes $ for your club account.

Absolutely, ICC Meetings are a public meeting open to all and ICC Officers warmly welcome you to join us. This is a great way to see what clubs are active. You may love it so much you want to become an officer of a club.

Each club has their own constitution and hold elections according to the time period stated in the ICC Code. Some clubs may hold elections more than once in the academic year but must be held by the eighth week of the Spring Quarter. 

Just run for the election...  get prepared for a radical ride!

The ICC Office is located in the Lower Level of the Campus Center.  The officers' office hours and contact info are posted on our website page Meet The Team and on the door to the ICC Office, inside the DASG Lounge.

Follow the steps in our Guide to start a New Club.

Club applications are only accepted until the Agenda Meeting of Week 6 of each quarter (Fall, Winter, Spring). Applications submitted after this deadline would be considered the next quarter.

Club submits to ICC Chair of Club Affairs:

1. Club Constitution
2. Petition
3. ICC Rep Meeting approval to become a Club On Trial
4. Submit Financial Roster - complete & sign within 2 weeks of being approved as a Club on Trial
5. Complete the New Club Orientation- within 2 weeks of being approved as a Club on Trial

The above is a quick reference. Refer to the Start a New Club Website Page for more details.

 Your club needs to complete the orientation within 2 weeks of being approved as a Club on Trial.

1. 1. Email to schedule a time with ICC Advisor (iccadvsisor@fhda.edu) and ICC Chair of Club Affairs (iccclubaffairs@fhda.edu), or
   2. Coming Soon: Watch the New Club Orientation Video

All officers and at least one (1) club advisor must be present.

Your club will be put on Probation and have two (2) weeks to complete the orientation. A designated officer must schedule and attend a makeup orientation. 

ICC has approved your request to be a De Anza Club. 

Your status from On Trial to New Club will be presented at the next ICC Rep Meeting following the submission of your club roster and the completion of the Activation Orientation.  

To remain an active club or a club in good standing you must meet these quarterly minimum requirements:

1. Attend biweekly ICC Representative Meetings and be present for the majority of the meeting.
2. Participate and attend in its entirey the quarterly Club Day events.
3. Hold at least two (2) club meetings per quarter. Notify ICC of scheduled meetings by Week 2, and submit proof to ICC Secretary within 1 week of holding each club meeting.
4. Give advanced notice about online and in-person club meetings.
5. Have an up-to-date Financial Roster on file (submit by Week 2).

Failure to fulfill one of these requirements will result in the club being placed on Probation; if a club has Probation penalties for two (2) violations of ICC Club Requirements, they become Inactive. You can read more about this in the ICC Code.

Thank you for being a part of De Anza College and being part of the ICC Community! We look forward to seeing clubs continue to thrive and showcase their creativity for the 2025-2026 year!

Resubmit a Financial Roster with current signatures whenever there is a:

• change in your club's leadership (officers and/or advisors)
• position that is added or changed

Re-submit your Constitution anytime positions have been added or changed and describe the duties of all officers.

There must be at least four (4) and no more than seven (7) club officers in each club.

Hold at least two (2) club meetings per quarter. Notify ICC of scheduled meetings by Week 2 by submitting the quarterly check in form, and submit proof to ICC Secretary within 1 week of holding each club meeting which includes Agenda, Meeting Minutes and Member Sign In Sheet. If meeting is held in entirety or in part forward a copy of the Zoom screen shot showing the participating members including their names.

Yes, a club is required to have one advisor, and it is recommended to have more than one.

The club advisor is required to:

• give authorization for financial matters as stated by the California Education Code and attend club events;
• attend all official club meetings; and
• attend all event and meetings that have on campus event space reserved.

Advisors must be a Foothill De Anza District employee who meet one of the three requirements:

• Part Time Facility Member who teaches at least one class in the district,
• Full Time Faculty Member, or
• Classified Professional who works at least 32 hours per week has access to medical benefits.

If a club has Probation penalties for two (2) violations of ICC Club Requirements, they become Inactive. You can read more about this in the ICC Code.

Clubs typically end up on Probation for missing:

• ICC Rep Meetings – missing 2 or more in a single quarter
• Club Day – not attending and not requesting an excused absence in advance.

The next ICC Representative Meeting Agenda will note the change in status from active to probation.

ICC Secretary, ICC Advisor or ICC Club Affairs will try to directly notify a club about this status change.

In order to get off Probation and back to Active status, the club must Attend the next ICC Representative Meeting and re-submit an up-to-date Financial Roster or confirm the latest one received is still accurate.

Example: A club misses the 10/16 Rep Meeting, which is their 2nd absence in the quarter. The club is noted on Probation at the 10/30 Rep Meeting. To get off Probation, they must promptly update their Financial Roster and have their Rep at that meeting on 10/30. If these steps are complete, they would be named as Active for the following meeting on 11/13.

Club Status updates are on the website and reviewed at the ICC Representative Meetings. It’s the club’s responsibility to review these updates on the agendas (club status) and minutes (attendance) for accuracy.

If you feel an error was made with your club status or club’s attendance at a Representive Meeting, promptly contact the ICC Secretary (iccsecretary@fhda.edu).

Club budget requests are due no later than two (2) weeks prior to the club's sponsored event at the ICC Agenda Meeting to be considered for the next ICC Representative Meeting. 

No, but it is suggested. If ICC has any questions about your requests your explanation may cause the request to be approved instead of denied.

• ICC may fund on-campus club events that are held on De Anza College campus
• club must not be on probation
• request form must be signed by two (2) designated club officers and the club's advisor
• club events must be open to all De Anza students
• club events publicized as "funded partially by ICC"

• items that only benefit club members
• club t-shirts
• awards
• refreshments for club events
• capital equipment
• off campus events
• alcohol
• illegal materials
• past items already paid by the club
• supplies to support a club fundraiser
• purchases for give away items
• prepaid printing cards may not be used for printing charges

Guest Speakers Allocation for:

• • a guest speaker or an entertainment performer may not exceed $300
  • a panel of 4+ speakers or a group of 4+ performers may not exceed $800

Club Banners Allocation:

• • for a club banner may not exceed $150
  • limited to one (1) request per year
  • club must submit banner design in Agenda Meeting

Other Allocations:

• • supplies for Club Day and club sponsored event (usable goods, decorations, paper, supplies, tape) will be limited to $250 per fiscal year
  • each club event will not exceed $800; total allocations for club events will be limited to $1000 per fiscal year
  • domain name and hosting service may not exceed $150 per fiscal year
  • printing may not exceed $250 per fiscal year

Meet with Student Accounts to review forms and procedures:  

1) Complete a Fundraiser / Money Collection Form BEFORE the fundraiser event

2) If cash collection is involved, the club checks out a cash box from Student Accounts and signs the Cash Handling Procedures

3) All funds collected for on campus events must be deposited directly  to Student Accounts

4)  Fundraisers arranged with outside entities such as restaurants must deposit proceeds directly to the college or district naming your club as the recipient

• On Campus during school hours:

Cash collections must be from on campus activities like selling goods, club merchandise, hand crafted items or tickets.

Best days and times to sell in the Main Quad and Dining Room:

Mondays & Wednesdays

Lunch Time

First few weeks of the quarter

When weather is good 

• Off Campus:

Fundraisers from outside organizations/restaurants donate less than $250, the proceeds are deposited into your account directly by submitting to Student Accounts. 

No, clubs cannot collect funds to donate to a charity or organization.

Clubs can help with outside fundraisers by:

Promoting an existing fundraiser and encourage people to donate directly

Have a member of the outside charity or organization physically at your event to collect the funds directly.

Location and equipment like tables and chairs must be requested through the Office of College Life. Provide link

No, the District does not allow clubs to sell any food or beverage.

Pacific Dining is the only entity that is allowed to sell food or beverages on campus.

Any food involved in a fundraiser must be handled by an approved restaurant. Participants can purchase food directly from a restaurant like Panda Express or Krispy Kreme using the club-associated fundraiser link or flyer.

Grants are managed by your club advisor because they have specific criteria and the funds must be handled in a specific way. 

Because of the logistical difficulties these can present for clubs, we recommend campus programs rather than clubs apply for grants.

If you want to pursue this further, your club advisor can request a meeting with the Faculty Director of College Life for more information. 

Typically the funds must be spent within a short time-frame not carrying over to another academic year.

You may accept donations that go into your club account.

Please share the link to our Foothill DeAnza Foundation. 

Donations under $250 may be made directly to the Student Accounts window to be added to the club's account. Check payable to your club name. Student Accounts does not provide tax receipts for these donations.

Coordinate with the ICC Advisor and Student Accounts for:

• Donations of amounts of $250 or greater must go through the FHDA Foundation to ensure a tax receipt is sent to the donor. Check payable to: Foothill-De Anza Foundation with reference to your club name.
• In-kind donations must also be processed by the Foundation.

It is every first Saturday of the month.

Two weeks advance approval needed from your ICC Advisor and the Flea Market Coordinator.

Flea Market Coordinator can assist clubs to:

• Register with Marketspread at least two weeks in advance of market date.
• Request up to 2 tables and 2 chairs or provide your own
• Request up to 1 canopy or provide your own

Student Accounts forms must be submitted at least two weeks in advance:

• Refer to Fundraising: What needs to be done before the event?

Clubs can sell two (2) times per academic year between July - June.

Only used items can be sold, items that would be sold at a home garage sale.

No handcrafted items, no club merchandise or new items purchased for the intention to sell. 

The booth is approximately 14'x14' and is free of charge.

For our academic year, the best months are October, November, December, May and June. 

Most checks can be picked up in Student Accounts within 2 weeks.

On the Check Request, Check One:

1) Pick up at the Student Accounts window (quickest and preferred), or

2) Please mail (takes longer and cost of stamp) include email and phone number on form.

All financial transactions must be signed by several people from the ICC Chair of Finance to our Director of College Fiscal Services so please consider that each person has their own daily schedule with classes or meetings. Once your paperwork is submitted accurately and signed by the last person, preparation of the check can take several business days.

Note: Please make sure you deposit your check as soon as possible to assist Student Accounts to reconcile funds.

Complete all forms accurately before submitting:

• • Check Request – select to pick up check rather than having it mailed
  • Current Financial Roster,
  • Financial Action Form with the total names of each member and the number of votes the same,
  • All receipts showing the detailed items, form of payment and a zero balance,
• Ensure names and signatures on all forms match,
• If being reimbursed for a food or beverage expense, include a flyer from your event and a sign in sheet,
• Avoid submitting your forms too close to the end of a quarter or the end of the fiscal year.

To avoid delays, bring your paperwork to the Student Accounts window for review before submitting. This is quicker than providing back and forth corrections via email.

No, you cannot get reimbursed. Do not pay a vendor directly.

You pay a vendor for their professional services by way of a contract not by a check request. This is considered a service not a purchase for goods or items.

The District requires a contract for services along with other payment authorization forms to be completed before the service is performed and before payment to the vendor. Clubs please work with your Club Advisor on these agreements and ICC please contact the ICC Advisor for assistance.

If you have a specific vendor you would like at your event that does not have an agreement, please provide four (4) weeks’ notice.

To expedite, your ICC Advisor may refer you to a list of vendors who already have a service contract on file.

The District provides us an allowance called a per diem set by the federal government which establishes the maximum amount allowable for reimbursement per person for a meal. The per diem includes the meal amount, tax and tip.

• Breakfast per person will not exceed $18
• Lunch per person will not exceed $21
• Dinner will not exceed $31

Example: If you have a dinner with 15 people x $31, your total should be no more than $465 including tax and tip. If your amount exceeds that amount, you would only be reimbursed for $465.

Note: Before making a food purchase, speak to the ICC Advisor or your Club Advisor to ensure the expenses are reimbursable.

A Financial Action Roster or Agenda and Meeting Minutes, announcement/invitation for the event like a flyer or social media post, and an itemized, detailed receipt needs to be attached to a Check Request for reimbursement.

1. Refer to the ICC Code and the ICC Financial Code or ask ICC Officer or ICC advisor before making a purchase.
2. Set up a pre-planning event meeting with ICC Advisor

• Prizes: items purchased as prizes for contests or games including gift cards
• Alcohol or illegal materials, etc. 
• Food or beverage: without a flyer or sign in sheet
• Capital equipment expenses - consult with ICC Advisor before purchasing. Considerations - a contract, storage and cost limits

Purchases should be made to benefit the club and club members not to benefit only a select few in the club

Clubs can only get expenses reimbursed for off-campus events if the event has been approved by the College using the Field-Trip excursion form process. This is required for any event held off campus regardless of location and distance from campus.

There may be a different limit for reimbursements than the amounts stated above since they are set for the City where the item is purchased. Check for the per diem amounts prior to traveling to ensure they are correct. 

Account Reports (Fund 44) list all club accounts and their fund balance. Pay attention to the last update of the report, the date at the top left corner of the report. 

Reports are posted to the website once per month. If you need to see more up-to-date amounts, please email student accounts or check out their hours on their website before coming to their office; their Student Accounts window in the Office of College Life is open generally from Monday – Thursday from 9:00am - 4:00pm.

1. Make sure your club has an up-to-date Financial Roster on file. Club officers and advisors must have current signatures on file via the Roster.
2. Check to see how much money you have available in your account. You can only be reimbursed for up to the amount of money in your club's account
3. Complete a Meeting Financial Action Form to show the purchases were discussed and voted as approved by your club. Recommended to have this form complete before making your purchase.
4. Once purchase has been approved, have someone make the purchase; keep the detailed itemized receipt showing payment to include with the check request for reimbursement.
5. Complete the DASG and Club Account Check Request. Refer to the Event Planning Website for examples on how to complete this form. Follow instructions carefully, if the club officer is the purchaser, that officer cannot sign the form.
6. Submit all documents (Meeting Financial Action form, scan/ copy of receipt(s), and completed Check Request form) to ICC Chair of Finance to forward process to Student Accounts.

For a club meeting or event, follow steps 1-6 above for club-related purchases.

1. You also need to submit a flyer or invitation showing you reached out to all students to participate in your event; the flyer needs to include your club name, event name, date, time, and location.
2. You MUST include a physical sign-in sheet with the number of attendees if your purchase included food or beverages.

Note: A flyer is not needed if it is small individually packaged candy or snacks given away when tabling for a special event like Club Day or the Resource Fair.

For an ICC Event like Club Day,

1. Meeting Financial Action Form 
2. Detailed itemized receipt showing payment 
3. DASG and Club Account Check Request. For Club Day add the quarter, Club Day, date and location. Example: Fall Club Day 10/09/25 in the Main Quad.
4. The Club Day Flyer will be submitted directly to Student Accounts by your ICC Advisor on the behalf of all clubs attending Club Day.

Submit documents 1-3 to ICC Chair of Finance.

Refer to the Event Planning Website for examples on how to complete this forms. Follow instructions carefully, if the club officer is the purchaser, that officer cannot sign the form. 

To reserve space on campus for an ICC or club event, the completed Event Request Form must be submitted by Wednesday every week for events to be held in three weeks, this means submission at least twelve (12) business days in advance.

For Club Events, exceptions for a shorter turnaround time must be requested directly from your Club Advisor with an email to the ICC Advisor iccadvisor@fhda.edu requesting an exception with a compelling reason for the exception and the Event Request Form. 

For ICC Events, please contact your ICC Advisor.

• Plan your event with the involvement of your club advisor.
  1. What is the purpose of the event and does it support the mission of our club?
  2. Make sure your club budget has funds to support your event. Refer to reimbursement information before making purchases.
  3. Do you plan to have vendors (DJ, Speaker, Photographer, Therapy Animals)? A contract is required 4 weeks in advance.
  4. How many people will be attending?
  5. Which space is appropriate for your event?
  6. Does the date you select conflict with any on campus events and does the date provide the best attendance?
• Club Officer and Club Advisor to complete the Event Request together. Turn in by Wednesday.
• Event Request must include the Club Advisor’s signature and commitment from your Club Advisor to be at the event.
• The Faculty Director of College Life or Student Activities Coordinator works directly with corresponding facility staff to reserve the event space, and will email confirmation and instructions to the club once approved.
• Note that weekend requests and after hour events, require additional coordination and additional fees - a minimum of $296 for custodial and a contract to be signed by the club's advisor.

Refer to the Office of College Life Website Page for Event Planning and Event Calendar.

We can help select a space for you. Please check "No Preference" on the request form, but then be detailed and specific on your type of room set up and maximum attendance.

Review the website for space options. 

No, club meetings must be held in person and on campus to fulfill your requirement of having two meetings per quarter.

Yes, with advance notice of 10 days with completed forms and approval off campus events can be held.

The following completed forms are required 10 days in advance for review for off campus special events and emailed pending approval to the Associate Dean, Student Development.

1. Field Trip Excursion Request Form
   
   • Completed by club advisor and submitted to Associate Dean, Student Development
   • Submitted to the Dean and approved a minimum ten (10) business days in advance for all travel or events
   • Include a Roster of Participants for the field trip  
   • Include a completed and signed copy of the Field Trip/Excursion Release of Liability and Assumption of Risk Form for each Participant -see Section 2 below
   • Include an Itinerary for the Field Trip/Excursion (if applicable) 
2. Voluntary Release of Liability and Assumption of Risk
   • Completed and signed by each participant and submitted with the Field Trip Request Form
   • For minors under the age of 18, a parent/guardian must sign

No, classrooms do not allow food or beverage.

Meeting rooms in Hinson Campus Center or Village Centers allow food and beverage.

Please submit to the Office of College Life your meeting location, date and time for your two club meetings per quarter by the Wednesday of week 2 of each quarter.

The ICC Code states that clubs have a responsibility to: “Submit a copy of their meeting schedule to the Office of College Life by the 2nd week of the quarter. We need to receive this information before Club Day in order to provide prospective members the opportunity to attend and participate in clubs that interest them.

Failure to provide this information will result in the club being put on probation.

At the start of each quarter and no later than on Wednesday of week 2,  complete the Quarterly Club Update Form with your preferred meeting space, date and time. This form will be reviewed by the ICC Advisor, ICC Secretary, Office of College Life, Chair of Club Affairs and Chair of Marketing.

Do not try to book the space directly. Confirmation of space will be emailed to you and your club advisor from the Office of College Life within (7) seven school days, not including Fridays.

Notify ICC Club Affairs of your meeting times and location by completing the ICC Quarterly Club Check In, this is a Microsoft Form to complete.

Club Info and Meeting Times will be updated to the ICC website was the information is provided.

Yes, your ICC Advisor can help with this. We can get a Pro Zoom account set up through our campus ETS department for One Officer per Club. In order to set this up, please email iccadvisor@fhda.edu with the following:

1. Club Officer CWID
2. Club Officer Legal First Name
3. Club Officer Last Name
4. Club Officer Preferred First Name
5. Club Officer Position​​​
6. Club Name
7. Club Officer FHDA email address

Please keep in mind that there may be many clubs making this request. Please be patient while your ICC Advisor and ETS while they set this up for you. Your patience is appreciated.

Your club needs to submit proof of meetings to the ICC Secretary @ iccsecretary@fhda.edu.

Virtual meetings must have:

• an agenda with meeting minutes submitted
• a screenshot that shows all attendees and the date
• proof of meetings submitted BEFORE the last Representative Meeting of the quarter in order to be counted for a Perfect Attendance Award

Your advisor must be present at your club meetings so please consult your advisor about times and locations prior to completing the Quarterly Club Update Form.

Make sure your ICC Representative (club officer or member) attends the scheduled meetings held every other Wednesday 1:30-2:30 PM via Zoom or in person. Your rep must only attend representing your club; a rep cannot be in attendence for more than one club.

In person: If your representative is attending in person, there is a physical sign in sheet on a table in the room that must be signed.

Zoom: If your representative is attending via Zoom

1. Rename themselves with their own name AND the club name they are representing (they can only attend on behalf of one club).
2. Complete the Google form sign-in sheet shared during the meeting.

Whether in person or online, your representative must:

1. be present for the majority of the meeting to be counted as present For example: if the meeting is 1 hour long, they must be present for at least 31 minutes but to provide your club the best information please send a rep who can attend the entire meeting.
2. sign in with their name and club name.

The club can assign any club officer to attend the ICC Representative Meetings.

This representative can NOT be marked present for more than one club, and can NOT be a DASG Senator, Intern, or Student Trustee.

The club rep can only represent one club at this meeting and the meetings are mandatory to maintain the Active Club status.

You can by completing the Event Space Request but not through 25 Live.

• Check Request
• Budget Request
• Events Request