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SUNY New Paltz Club Manual

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Page 1: Club Organization Manual
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WELCOME Dear Club and Organization Members:

Congratulations! You have taken an important step in your college career.

Being involved in your school community is as important as excelling

academically. Your experiences in co-curricular activities will reward you in many

ways and will allow you to develop skills you will use throughout your career, no

matter what field you choose.

Being involved in a club/organization is a great opportunity for you to

become involved in the campus community. As with any club/organization there

are policies and procedures that your club/organization must adhere too. In order

to help ensure the success of your club/organization you should become familiar

with this Manual.

Clubs/Organizations at SUNY New Paltz are student-initiated and require

students to be responsible for leadership, decision-making and organizing

club/organization activities.

The purpose of this manual is to serve as an aid to officers/executive board

members, general members, advisors, and coaches/instructors in the conduct of

their club/organization. In addition to containing specific policies and procedures,

this Manual also intends to assist club/organizations by explaining those

privileges and responsibilities associated with becoming a chartered

club/organization. Any questions pertaining to club/organizations should be

referred to and discussed with the Council of Organizations Chair.

Shalom vʼahava,

Rose Faber

Council of Organizations Chair 2012-2013

[email protected]

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IMPORTANT CONTACTS

Student Association Executive Board

The Executive Board consists of: President: Josh Simpson [email protected] Executive Vice President: Manuel Tejada [email protected] Vice President of Finance: Youssouf Kouyo [email protected] Vice President of Academic Affairs and Governance: Jonathan Espinosa [email protected] Vice President of Programming: Esthephanie Peralta [email protected] Senate Chair: Yaritza Diaz [email protected] Council of Organizations Chair: Rose Faber [email protected]

How to Contact the Student Association

Office: Student Union Building (SU) Room 419 Website: www.newpaltzsa.com Facebook: https://www.facebook.com/SUNYNewPaltzSA Twitter: @NPSA

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People You Need To Know

Co-Advisor: Michael Patterson Office-Student Activities and Union Services (SAUS) SU 211 Email- [email protected] Co-Advisor: Raymond Schwarz Office- Haggerty Administration Building 701A Email- [email protected] Disbursing Agent: Linda Lendvay Office- Student Association Business Office SU 428 Email- [email protected] Financial Secretary: Beverly Quick Office- Student Association Business Office SU 428 Email- [email protected] Attorney: Victoria Kossover Office- 10:30am-12:30pm on Wednesdays in SU 422 http://www.kossoverlaw.com/Practice-Overview/Students-Rights.shtml Assistant Director of Wellness & Recreation for Intramurals: Joe Deck Office- Athletic and Wellness Center Email- [email protected] Web Administrator: Ranysha Ware Office- Student Association Office SU 419 Email- [email protected] Graphic Designer: Heather Rae Office- Student Association Office SU 419 Email- [email protected]

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TABLE OF CONTENTS

STUDNENT ASSOCIATION MISSION 6 BENEFITS OF RECOGNITION 6 HOW TO BE RECOGNIZED 6 HOW TO REQUEST FOR OFFICE/SOTRAGE SPACE 7 NEW CLUB CHECKLIST 7 PAPERWORK 8-23 ROOM REQUEST FORM 8 A/V Tech 9 Room Diagram Set-up 10 FINANCIAL 11-21 Program Request 11-14 Requisition Form 15 Reimbursement Form 16 Item Fund Request 17-18 Trip Roster 19 Conference 20-23 Club Sports/Coaches 23-24 PROMOTING YOUR EVENT/ADVERTISING 25 Event Policies 26 COUNCIL OF ORGANIZATIONS 26-27 Council Board 27 Committees 27 FREQUENTLY ASKED QUESTIONS 28-29

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STUDENT ASSOCIATION MISSION

The Student Association (usually referred to simply as "SA") is the Student Government of SUNY New Paltz. It represents and advocates for the student body, provides services to students, and oversees more than one hundred student organizations. The SA provides educational and social activities for the entire campus community. The SA also sponsors campus wide social events such as dances, carnivals and concerts. In addition, the SA sponsors many trips and provides students with the opportunity to participate in numerous conferences throughout the country.

BENEFITS OF RECOGNITION Being able to meet and network with people who share a common interest as you is a great reason to start a club/organization. Also, being recognized by the SA allows you to have…

1. Access to reserving space for meetings, programs, events, etc. 2. Access to requesting office/storage space 3. Access to funding 4. Access to print shop for flyers 5. Access to co-sponsor a program with another club/organization on campus

HOW TO BE RECOGNIZED

How To Fill Out a Charter:

• You will need to log into www.newpaltzsa.com (by creating an account on the website for yourself or club/organization)

• Hover your mouse over the "organizations" tab at the top of the page and click "submit charter"

• Within a week or so of your request you will receive an e-mail back with the status of your club/organization.

• If you are a new organization, you will have to present in front of the Council Board about your organization

o When presenting, you should: Know who your target audience/group members will be Know the ultimate goals you want for your club and why you

want to start it on campus. Know if there are any existing clubs/organizations similar to

yours; and how you are different *YOU NEED TO RECHARTER EVERY SEMESTER

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NEW CLUB CHECKLIST 1. Make sure to fill out a club charter Any questions please email [email protected] 2. Make sure to attend all Council of Organization meetings. *Three or more missed meetings puts your club/organization in jeopardy 3. Make sure ALL club members know the procedures when attending a Council of Organizations meeting (I.E. What House your club belongs to, where the meeting is, etc.)

HOW TO REQUEST FOR OFFICE/STORAGE SPACE If you would like an office/storage unit for your organization, you must fill out a request for one. Steps to Filling out an Office/Storage Space request Form:

• In order to fill out a request, you must be a recognized club/organization that semester.

• You will need to log into www.newpaltzsa.com (by creating an account on the website for yourself or club/organization)

• Hover your mouse over the "organizations" tab at the top of the page and click "Office Space Application"

• Within a week or so of your request you will receive an e-mail back to schedule a meeting with the Council Board.

• You will have to present in front of the Council Board about why your club/organization wants an office/storage unit.

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PAPERWORK ROOM REQUEST: Go to www.newpaltz.edu/saus Click on “Forms and Policies” tab Hand in all of the Room Paperwork to the Student Activities and Union Services Office (SU 211) FUSE FORM: If you need a place for your event, meeting, etc. Fill out a Facilities Use for Scheduled Event (FUSE) Form:

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A/V TECH REQUEST FORM: If you need A/V equipment for your event, meeting, etc. .

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ROOM DIAGRAM FORM: If you need a specific set-up for your event, meeting, etc. Fill out a STUDENT UNION SET-UP DIAGRAMS Form: (This is for SU 100 North and South, 4th Floor Conference Rooms, 62/63, and MPR/Pre-Function Space).

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FINANCIAL: Go to www.newpaltzsa.com Click on “Forms” tab Hand in all of the Financial Paperwork to the Student Association Business Office (SU 428) For all requests, make sure you have at least three (3) forms of competitive pricing! PROGRAM REQUEST FORM: This is for a program you wish to put on, as well as a request for a trip

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DO  NOT  WRITE  ANYTHING  ON  THIS  PAGE!!!!!!  IT  IS  FOR  SA  

USES  ONLY!  

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REQUISITION REQUEST FORM: This is if you are requesting from a store that accepts Purchase Orders (P.O.s)

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REIMBUREMENT REQUEST FORM: This is if you are requesting from a store that does not accept Purchase Orders (P.O.s). You will have to pay out of pocket and get reimbursed. YOU CANNOT BUY THE MATERIALS BEFORE YOU GET APPROVED. IF YOU DO, YOU WILL NOT BE REIMBURSED FOR YOUR PURCHASE!

After you are approved, make sure to hand your receipt in to the SA Business Office with the approved Reimbursement Approval Form, so that you can be paid back!

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ITEM REQUEST FORM: This is if you are requesting an item for your club/organization in general; not for a specific program or event. For example, pencils for your office.

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DO  NOT  WRITE  ANYTHING  ON  THIS  PAGE!!!!!!  IT  IS  FOR  SA  

USES  ONLY!  

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TRIP ROSTER FORM: This form must be filled out before you go on a trip or attend a conference. All members attending the trip or conference must fill out their information before going!

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CONFERENCE REQUEST FORM: This is for a request to attend a Conference. If you wish to hold a conference at SUNY New Paltz, you must fill out a Program Request form. See pages 11-14 for details More information on conferences can be found in the Bylaws on newpaltzsa.com Tier 1 is a conference where the requesting group or individual presents. Tier 1 conference applicants shall be granted up to $600 per individual and no more than $2000 shall be award for the same conference.

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Tier 2 is a conference where the requesting group or individual attends for networking or educational purposes. Tier 2 conference applicants shall be granted up to $400 per individual and no more than $2000 shall be award for the same conference.

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Tier 3 is a conference where the requesting group includes both a presenter as well as someone attending for networking or educational purposes. Tier 3 conference applicants shall be granted no more than $2200 shall be award for the same conference.

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Club Sports For information on Club Sports, go to the Athletic and Wellness Center website (http://nphawks.com/index.aspx?path=club_sports&). There will be a link to the Club Sport Manual. For further questions about Club Sports, contact Joe Deck. If your Club Sport wishes to have a coach, you must have them fill out the two following forms, and hand it into the SA Business Office. Coach Registration

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Coach Contract

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PROMOTING YOUR EVENT/ADVERTISING

• All posters must state "Sponsored by (your organization)." • Must have SA/UGA/RHSA or Dept Approved on it • Has to be stamped by the Student Activities and Union Services Office

(Student Union 211) • Each individual posting gets stamped. Photocopying a stamped poster for

the purpose of additional posting is not permitted. • 50 copies maximum can be stamped • Cannot be profane • Has to have a purpose (must have relevant information on it) • Posting flyers on doors, windows, stairwells, or walls in campus facilities is

strictly prohibited as these are fire hazards. • The use of chalk, washable paints, crayons, markers, pens, pencils,

carvings, etchings, sketches or any other forms of graffiti are not permitted on campus property without prior approval from the Office of Student Activities and Union Services and the Office of Facilities Operations.

• You can advertise freely on Facebook • Flyers can be printed at the Print Shop (not for free)-If you want to use the

Print Shop, make sure you request money from SA, and are approved first • Flyers can be given to the Residence Hall Student Association (Capen B-

16) in order to be given to the Residence Halls prior to their weekly Monday meetings, or to the Office of Residence Life in Capen Hall

Flyers can be made for your club/organization by the Student Association Graphic Designer, [email protected] Utilize other clubs/organizations to advertise, such as our Newspaper, TV Station, and Radio Station For more information go to: http://www.newpaltz.edu/saus/supostingpolicy2011.pdf Event Policies For more information about Event Policies go to http://www.newpaltz.edu/saus/forms.html and look under “STUDENT ACTIVITIES AND STUDENT UNION POLICIES AND OTHER RESOURCES”.

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COUNCIL OF ORGANIZATIONS The Council of Organizations is a body with representatives from each club/organization. The meetings provide an open forum to hear concerns of students and organizations. Representatives can network with other clubs/organizations about programs and events, promote their club/organization and projects, get ideas from other club//organizations, etc. At the meetings representatives can learn about SA and what is going on among the SA Executive Board and Senators, as well as representatives from outside bodies. Clubs/organizations will be given vital information about clubs/organizations at these meetings regarding budgets, tabling, etc. Many elections for SA committees are voted on/nominated on at these meetings, like the Budget and Finance Committee, Programming Board, SA Productions, and the Constitution and Rules Committee. These committees directly affect clubs/organizations through funding, programming, and legislation, so it is important that clubs/organizations vote on the people they see fit for the job. For more information on Council of Organizations, refer to the SA Constitution Article IX and the Bylaws Article IV.

Houses

Academic: The Academic House is for clubs/organizations related to academia and learning. Ex: History Club Advocacy: The Advocacy House is for clubs/organizations related to the advancement and awareness of issues. Ex: Queer Action Coalition Athletic: The Athletic House is for clubs/organizations related to athletics and other recreational activities. Ex: Menʼs Rugby Fine and Performing Arts: The Fine and Performing Arts House is for clubs/organizations related to creativity/artistry/craft. Ex: Dance Association Media: The Media House is for clubs/organizations related to communications by publication or broadcast. Ex: Fahari-Libertad Magazine Social and Cultural: The Social and Cultural House is for clubs/organizations related to people with a communal identifier. Ex: African Womenʼs Alliance

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Council Board The Council Board is composed of one or two representative(s) from each House, along with the Council Chair, Council Vice Chair, and Council Secretary. The board hears requests from new clubs/organizations and old clubs/organizations requesting office/storage space. Committees (that Council votes on):

1. SA Productions This committee puts on large-scale events, such as the spring concert. For more information contact, [email protected]

2. Programming Board

This board reviews the expenditures that are taken from the General Programming line in the budget. Present here if your request is between $500-$1000. For more information contact, [email protected]

3. Budget and Finance Committee (BFC) This board provides oversight to larger expenditures than the programming board, as well Conferences. Present here if your request is between $1000.01 and $2999.99 or is a conference. For more information contact, [email protected]

4. Constitution and Rules Committee (CRC) This committee reviews the Constitution and the Bylaws, and writes legislation. For more information contact, [email protected]

Tips to presenting to Programming Board and BFC:

• Come prepared with an explanation of why you need the items • Price check everything • Make sure you have comparative pricing • Do not be afraid to present; it is not as formal as you think • Get to the office early to sign-up

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FREQUENTLY ASKED QUESTIONS

1. What is SA? Student Association is a student run board that acts as liaisons between the administration of the college and the students. They act as the voice for students here at SUNY New Paltz. Refer to page 6 for further questions.

2. Where can I go for general questions about SA? You can visit the Student Association office in SUB 419. You can also look on our website, www.newpaltzsa.com

3. What is the difference between the SA Office and the SA Business Office?

The SA Office (SU 419) is where the Executive Board holds office hours. You can go there for general questions about SA. The SA Business Office (SU 428) is where you hand in budget requests and check your club/organization mailbox. The Business Office is also happy to help with any questions regarding funding, meeting times, any forms concerning your club, etc.

4. How do I start a club? Fill out a charter at www.newpaltzsa.com. Refer to pages 6 and 7 for further questions. Remember, you have to charter every semester.

5. Can I restart a previously existing club?

Yes, as long as it does not overlap with the mission of another club. Refer to pages 6 and 7 for further questions.

6. Where can I find a list of clubs/organizations? Look at our website, www.newpaltzsa.com, and look under the “Organizations” tab.

7. Where do I submit my charter? You can submit your charter online to the council chair at [email protected]. Refer to page 6 for further questions.

8. Can I start a Fraternity or Sorority through SA? No. You can speak with the Student Activities and Union Services (SU 211) about Greek Life.

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9. What is a “House”, and what does it mean? A house is how SA classifies all the different clubs that are active on campus. There are currently five houses: Academic, Advocacy, Social and Cultural, Fine and Performing Arts, Athletics, and Media. Refer to page 26 for further questions.

10. What is a FUSE form?

A FUSE form is used to schedule a room in the Student Union Building for any activity that a club/organization wants to have. Refer to pages 8-10 for further questions.

11. Where do I store my office supplies and items? If you have items that need to be stored you can request a closet through SA where you can put your things if not find one yourself. Refer to page 7 for further questions.

12. Which board do I present at when requesting money? Programming Board is your request is between $500-$1000.BFC if your request is between $1000.01 and $2999.99 or is a conference. Both boards if your request is over $3000. Refer to page 27 for further questions.

13. Can I get funded for t-shirts for my organization? No. T-Shirts and other such items are considered personal items. Personal items are any items that belong to you, but do not contribute to your club/organization or program. For example, socks.

14. Will I get paid back for something I already bought? If you filled out the Reimbursement Form before, and were approved, then yes. If not, unfortunately, you will not be paid back. Refer to page 16 for further questions.

15. Can SA make flyers for my events?

Yes. We have a SA Graphic Designer that can make flyers for you. Refer to page 25 for further questions.

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Student Association Council of Organizations